Managing Admins or Staff Members

 

In order to manage the Appointment scheduling system, you will need to create administrative user or Staff Member profiles. Regardless if they are active (have a calendar where Appointments are booked), all users that can access the system should have an account.

One of the key elements of any Appointment is an active Staff Members. Active Staff Members have a schedule of availability and offer Services. In this article, we'll cover:

• What is a Profile?
• Setting up a Schedule
• Choosing Services
• Adding Rooms
• Editing a Profile

Before you get started, there are a few key concepts to understand or consider:

• Each Staff Member can be assigned different schedules and Services. These can be changed at any time by accessing the Staff Members section and clicking on the profile you want to update. The links below the Staff Member's name at the top of the page will allow you to customize the Services assigned, default schedule or schedule exceptions.
• Open Hours and Closed Days configured in the Settings tab of DaySmart Appointments Classic will override individual Staff Member schedules. As a general rule, the available hours for each schedule should fall within the general Open Hours for the organization. It might be necessary to update the Open Hours and Closed Days sections to accommodate all staff members. 

What is a Profile?

A profile for an admin or a Staff Member contains the descriptive information for this resource. Usually, a profile includes name information, email, phone numbers and other settings that determine if the resource will be able to be scheduled in Appointments. To create a new profile, visit Staff Members and click Add Staff Member. Complete the required fields and, if needed, add more phone numbers to the profile by choosing to Add Another. 

When all profile information is entered, you can save the profile by clicking the Finish and Add Staff Member button. For users like Call Center Users or View Only Users (users that do not have schedules or offer Services), this is the only information you need to enter. Finishing the profile will save them in the system and you are done.

Setting up a Schedule

If you are adding a user who offers Services and with whom Appointments will be scheduled, you'll want to create a schedule and continue. The profile is saved and you now have the ability to set up their schedule.

The Schedule page, by default, displays the schedule of the current Location. For example, if your Location's open hours are from 8am to 5pm Monday through Friday, these settings will be initially applied to the new Staff Member. You can then alter the schedule as needed, if the Staff Member does not work all the hours or days you are open. Keep in mind that your Location hours dictate when your Staff Members can work. If you have a Staff Member that works until 6pm, but your Location's open hours end at 5pm, you will not be able to set the Staff Member's specific schedule until 6pm.

Click Next when you have made appropriate changes to the user's schedule.

Choosing Services

Staff Members should be assigned to Services if they are going to fulfill the purpose of the Appointment. Depending on the configuration of your account, all Services in the Location may be automatically assigned to your new Staff Member. If this is the case, clicking Next after the schedule will save the Staff Member and return you to the Location's list of Staff Members. 

If your account is configured for manual assignment, the next page for adding a Staff Member show the Services page. This page lists the Services available at the current Location.  

Service Details

When viewing the list of Services to assign to a new Staff Member, you are able to review the name, type of Service, the duration and, if applicable the cost. 

Assigning Services

If you need to customize the list of Services offered by the new Staff Member, simply select Services from the list. If your account is not set up to automatically assign all existing Services to a new Staff Member, you can select individual Services or select all by clicking the checkbox next to the Service Title column name. When you have completed your selections, click Assign.

Adding Rooms

If your account is configured with Rooms, the last step of adding a new Staff Member is to select the Rooms in which they can work. From the list of available Rooms, choose application options and click Finish and Add Rooms.

Editing a Profile

After creating a new profile, you can view the new or existing profiles from the Staff Member page. Additional settings for profiles may be reviewed or set when editing the user's information. Click on the Staff Member's name to view their profile details, assigned Services, schedule and available Rooms.

Additional Profile Settings

In the Staff Member's Information form, you'll see and be able to change the settings for the following options:

• Make Profile Public
  Allows the Staff Member to be available through the Customer View application where a Customer can book their own Appointment with this Staff Member. By not making the profile public, this Staff Member will only be available for other administrators to see when booking an Appointment.
• Make Active
  Active users can be scheduled for an Appointment. Disabling this setting will allow the user to log in and use the administrative application, but they cannot be scheduled to provide or fulfill the Service.
• Staff Member Type
  Choose the level of permissions this user will have with regard to the scheduling application. Additional types may be configured in the  mode.
• Profile
  Optional text field you can use to communicate with your Customers or other logged in users about the Staff Member. Any information entered here may be visible on Customer View, based on configuration in DaySmart Appointments Classic mode.
• Description
  Further descriptive section where you can communicate internally with other logged in users. You may use this field to communicate expertise in a Service, so other individuals booking an Appointment can make accurate decisions in Staff Member selection. This information is not visible to Customers.

Profile Languages

For any existing Staff Member profiles, you may edit and modify information that will be displayed for other users that choose to view the application in a different language.

On the Information page, a field for Language is available. The default selection for this field is English. Any field in the English language that contains information for the Staff Member's profile will display here. If profile fields in English are blank, you may enter information in those fields to complete the user's profile. Save any changes or, upon switching languages, you'll be prompted to Save and Switch. 

To select a different Language, click on English and choose another language option. The page will update to display the user's profile information in the selected language. The fields will initially display with the English information, but you may edit the following fields for the new language:

• First Name
• Last Name
• Company
• Screen Name
• Profile
• Description

When you have completed entering information for the current language, Save changes.

Repeat this process for additional languages as needed for this user.

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Article published March 2, 2018

Supports Single Appointments version - Available on all pricing tiers