Article summary: This tutorial explains how to create your team members (guides, instructors, therapists), link them to the services they run and record their absences. It also shows how to give an employee their own back office login: the login is created in the Access Code page, then linked to their staff record.
The 5 key steps to manage your team:
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Open team management: click Managing my activity > Resources, then GO TO PAGE on the team management tile.
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Create the staff member: click Add a staff member, then enter their name, phone, email and status.
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Link them to their services: select their Services are compatible, then click Save.
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Record their absences: in the Absences tab, add a period with the + button.
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Give them a login (optional): in Access Code, create a login, tick Access for staff and select them in Staff name.
Why follow this guide? A complete team setup lets you assign the right employee to each booking and avoid selling a time slot when the employee is away.
Staff management must be enabled for your property: Property Setup > PROPERTY INFORMATION > Staff management section > Activate personnel management. The Choice of staff member in booking pages field also lets your customers choose the employee when they book online.
Create a team member
1. Click Managing my activity > Resources.
2. On the team management tile, click GO TO PAGE.
3. Click a member to edit their record, or click Add a staff member to create one.
4. In the General information tab, enter the Surname, Telephone, Email address and Gender.
5. In status, choose Present or Absent.
6. In Services are compatible, select the services this member can run (hold Ctrl to select several). The services must already exist.
7. Click Save at the bottom of the page.
Record a member's absences
8. Once the member is saved, open their record again and click the Absences tab.
9. Enter the period: Dates apply as follow, Valid from, Valid until and Apply to following dates. Leave Apply to following time slots ticked for a full-day absence.
10. To add another period, click the + button.
11. Click Save.
Give an employee a back office login
A team member's record has no username or password. For an employee to log in to the back office, create an access code for them, then link it to their record as shown below.
12. Click Managing my activity > Property Setup, then GO TO PAGE on the Access Code tile.
13. Click ADD (or the pencil of an existing login).
14. Enter the employee's Username, Last name, First name and Email, and choose the Login type.
15. Tick Access for staff, then select the employee in Staff name.
16. Tick Unlimited validity period if the login should not expire.
If you do not tick Unlimited validity period, the expiry date is filled in with today's date by default: the login expires on that date. Check it or tick the box.
17. Click SAVE. The email sent to the employee contains a link to create their password. With SELECTION OF PAGES, you then choose which pages they can access.
For details on login types and page selection, see the tutorial on adding an access code.