Upper Left Features
Group: You can assign each person to a permission group. If they are assigned to this permission group, they can only do things that you have allowed the whole group to do. For instance, you may not want your receptionist looking at your Sales reports. So you would assign all of your receptionists to a group called "Receptionist" that has very few permissions.
Login: This is the username and password that this person uses to access the system. Otherwise, they can only see what your customers see. After this employee logs in, they can see everything that you have allowed them to see when setting up your Users & Groups.
Teacher/Instructor: Use this link to link your staff member to their client account. This is a necessary step in using the Professional Products Feature.
Upper Middle Features
Schedule Sort Order - You can control the order in which staff members are displayed at the top of the Appointment schedule. If you enable this feature, a new box titled "Schedule Sort Order" appears in each staff member's profile screen. Staff with smaller sort numbers (e.g., "1") are displayed first. If staff members have the same sort number, then the system sorts them alphabetically by their last name.
Employment Term - You can record when your staff members begin and end employment on this screen by entering their start and end dates in the Employment Term Box.
Upper Right Features
Active - Does this person still do work for your business? If so, check this box. If you uncheck this box, then the employee will no longer appear in the system unless you tell the site to search for "inactive employees." We never delete employees. We only make them active or inactive.
Desk Staff -- Check this box for your receptionists or admin assistants. This check box doesn't affect the behavior of the site; it just informs you that the employee is a desk staff employee.
Instructor/Therapist (for Appointments) -- Check this box if the employee provides any of the services that appear on the Appointments screen. These are people that usually offer one-on-one services like massage or piano lessons.
Teacher (for Classes) -- Check this box if the employee provides any of the services that appear on the Classes or Workshops screen. These are people that provide group services such as yoga classes or teach a Spanish class.
Assistant -- Classes and workshops can have up to two assistants that help the teacher. If this employee ever acts as an assistant, check this box.
Assistant 2
Rep1 -- For every client you add, you can assign a "sales rep" to that client. Checking this box allows this employee to be considered a "sales rep." You can assign reps on each client's info screen.
Earns Commissions -- If you enable commissions, you need to tell the system what people can earn commissions from selling services or products. Check this box to let the system know that this person earns commissions.
Earns Tips -If you enabled tips on the General Setup & Options (Toolbox => Setup => Options => General Setup & Options) screen, then you need to tell the system which of your staff are eligible, and which are not eligible, for tips by ticking this box.
Can be assigned followups -- If this box is checked, then you can assign contact logs to the person. This feature is useful if you use contact logs to keep notes on customers. If you assign a contact log to an employee, then that employee can run a report that tells them all of the customers that they still need to follow up with. It's a good way to manage everyone's to-do list.
Independent Contractor - If this box is checked, then this staff member can be filtered using the Pay Type Dropdown Box on the Tips Report.
Male/Female - If you use the appointment finder feature, your clients can choose to have either male or female instructors. These check boxes let the system know each instructor's gender.
Lower Left Features
Biography -- You can enter a short biography that explains a little about each employee. If you already have a page on your main website that explains this, you can just paste the link into this box. The biography appears when your clients click on the employee's name on the schedule. In Appointment Schedule V2, when you hover over the staff names at the top of your Business Mode calendar, a popup will display the staff member's bio so that you can explain to inquisitive clients more about each staff member.
Notes -- Any extra notes you want to keep on an instructor can be put in this box, whether it's what the teacher prefers to be paid or special work conditions this worker requires. Customers do not see this.
Image -- You can upload a picture of the employee. Whenever any client clicks on the employee's name on the schedule, they will see this person's photo.
