Add a New Staff

For any service offered by yourself or your business, you first need to ensure there is a staff member created that has the ability to offer that service.  

For group classes or a group class series, a staff member is assigned at the time the class is offered.

For appointment services, available times are offered to your clients based on you or your staff's availability.

Note: A staff entry for the person who created the AOT account is automatically created at registration time.  This entry is linked with the original tenant and the email address cannot be modified.  However, additional staff can be created.

Please follow the below steps to add staff to your AOT platform.

From the AOT Sidebar, select Staff.

From the Staff page, you can Edit or Add a new staff for your appointment services.

On the Staff page, edit or add your staff who teaches a specific appointment service by selecting the + Click to add new staff button. This can also be done from the + New buttons on the top right corner of your dashboard.

A new staff member window will appear, you will need to add their General Information, Staff Role, Rate, and Availability. 

• Upload a photo of your staff that will be displayed on the Customer Booking Page
• Note: Upload a photo with a minimum resolution of 300x200 and a maximum size of 2MB. Supports .jpg and .png.
  
• Name your staff. Add your staff’s full name for easy recognition.

• Set a Staff Role. Note that permission and access vary according to the type of role your staff has.
• Edit/Update a phone number
• Add a joining date
• Add your staff’s active and valid email address
• Set your staff’s pay rate for reporting purposes
• Hourly Rate
• Monthly Rate
• Overtime Rate
• Add private notes. This is optional and only admins and or managers can see the private notes about the staff.

Admin

• You are giving this staff permission to access all features, appointments, and data.

Location Manager

• This role gives your staff access to all features, appointments, and data for the specific location.

• Your staff can edit and update his/her personal classes and bookings and sell items but cannot update data for other Staff.

Receptionist

• A user with the Receptionist role can edit and update classes and bookings for all Staff. Also, he/she can create/edit services and memberships.

Read-only

• This role lets you access all information except salary data but without the ability to make any modifications.

On the Staff dashboard, edit or add your staff’s availability by selecting the Edit button. Staff availability falls into two categories: General Availability and Specific Availability.

• Add General Availability. General availability is your availability each day of the week but without a specific date. This also serves as your schedule for the whole day or week.
  
  Under the general availability, you have two fields required to fill:
  
  
• Service. Choose from the dropdown what type of service you are available
• Location. Choose from the dropdown your preferred location the service is offered.

• For Specific Availability. This is when there are specific dates and times your staff is available that overrides his/her general availability/schedule.

As mentioned above, you have an option to set the date and time your staff is available for a specific service that overrides the general availability you have set in the availability tab, or even if you are on leave.

Overrides mean you are also available to do another service for a specific period of time on a specific day. Or you can block off your availability for a certain period of time and day.

• Available. Available to do another service in a specific time range.
• Block. Not available in a specific service at a certain time and date.

TIP: When you set an override, you should ALWAYS set an end date to avoid confusion in the system.

Special notes about Staff Availability drag to edit actions.

• You can drag the staff availability box to increase or decrease the number of hours or move to a different date or time
• When the confirmation box appears, always click "edit the series"
  
• To delete a staff availability, click the small X on the upper right-hand side of the box
  
• Double click on any empty box to add a new availability
  

Still need help? Reach out to us anytime via live chat at the bottom of this screen. If we're not around, we will get back to you as soon as we can. You can also email us at [email protected].