In this section of our documentation, we'll cover customizing your staff members' profiles, setting up hours of availability for each staff and syncing your calendar.
A staff in TimeTap represents the person who will be rendering the service or class that is getting booked. The staff person could be a specific individual (like yourself or one of your colleagues) or it could be a generic name so the client doesn't think they are meeting with someone specific (such as Tutor).
For each staff person on your account, you can select which classes and services they offer. You can then set up hours of availability on a staff-by-staff basis to allow them to offer service-based appointments. Depending on the duration you have set for the services that a staff person offers, the staff person's daily availability will get split up into equal chunks of time for appointment timeslots.
Your full staff list will be available under Settings > Staff. This will include all of the staff on your account who were either added because they need appointments booked with them or because they act as an office assistant for you and need to have access to TimeTap to help you manage your schedule -
From this main staff screen, you can do the following -
- Tweak your Staff Panel Settings to alter how the staff display on the Client Scheduler if you've set the panel flow to include the Staff Panel
- Add New Staff to your account
- Delete staff if they no longer need access to your account
- Reorder how the staff are displayed on the Client Scheduler and throughout TimeTap's Backoffice
In this specific documentation page, we'll go through all the places where your clients will see the staff name so that you can make sure it is showing up correctly in each place. These include the following places -
- How Staff is Communicated to Clients
- Staff Panel on Client Scheduler
- Appointment Confirmation Panel
- Appointment Emails
- Appointment Details Page
How Staff is Communicated to Clients
It may or may not be important to your business that your clients know which staff they are meeting with for their appointments. For a massage therapy practice, it may be hugely important to communicate who the client is going to meet with, especially if clients have a preference over who they see. On the other hand, the clients for a testing center may not care which staff (or test proctor) they are going to meet with to administer the test.
You know your business much better than we do, so you know whether or not communicating the staff assigned to a particular appointment is important. So that you can customize your TimeTap account based on how you communicate the staff name and information, we have catalogued the places where the staff name is communicated to clients.
Staff Panel on Client Scheduler
If you have upgraded to a TimeTap Team subscription, then you have the ability to add multiple staff to your account. As soon as you add multiple staff, you can also customize the Client Scheduler's panel flow so that clients can select which staff they want to schedule an appointment with as they are booking.
Under Settings > Scheduler Rules & Logic, you can customize your Client Scheduler's panel flow to make sure that it includes the Staff Panel. This applies whether you use the mini website that came with your TimeTap account or if you have embedded the scheduler on your own website.
You can also turn on the "No Preference" option for clients to choose from your Staff Panel Settings which will allow a client to view the availability for all staff who offer whichever service the client is booking -
Appointment Confirmation Panel
Once a client has finished booking an appointment, they are presented with a brief confirmation summary of their appointment details. The summary for the appointment staff on this page by default reads "Staff: %STAFF_FULLNAME%".
You can find where you can edit this confirmation summary/appointment success message under Settings > Final Confirmation -
You can learn more about editing this success message specifically by reading our documentation on the Final Confirmation message here. You can also learn about how to use all of those funny-looking percentage sign names (called email tags) by reading our documentation on the final confirmation message tags here.
Appointment Emails
If you look through all of the email templates sent to clients, you'll see that the staff name comes through in both the body message as well as the email signature section of the email template -
If you want to change how this shows up in your email templates, simply edit the staff details in your staff profile.
A staff signature appears at the bottom of every email that is sent out about any appointments that are associated with a specific staff member. You can also edit your staff signature at the bottom of your staff profile and learn about inserting dynamic content through the use of our email tags on your staff signature.
Appointment Details Page
In the email templates that get sent to clients for appointment confirmations, appointment reminders or rescheduling, there's a link they can access to cancel or reschedule their appointment.
If a client clicks on that link, they will be directed to the Appointment Details page on your mini website. That page lists the details around the appointment as well as provides buttons to either reschedule or cancel the appointment.
As you can see in the image below, the staff name displays on this page as well. To change how the staff name displays here, you would need to change the Staff Name field on the staff profile, which would affect how it gets displayed everywhere.
Learn more about your staff -