If you are on a TimeTap Team subscription, you will have the option to add additional staff to your account. This is great because it means you can drastically increase the number of appointments you can host!
TimeTap is built to protect your clients' valuable time - clients should never be able to book a timeslot with you when you already have another appointment on the schedule. This is inconsequential if you run a solo operation, but if you have other staff that are available for appointments at the same time as you then you'll want to get them added to your account as well so that ou can bring in more money.
This page covers the following -
- Staff members who can take appointments - These would be coworkers who also are available to host classes or services and need clients to book with them.
- Staff members who cannot take appointments - These would be office assistants or other coworkers who help you manage your business' appointment schedule.
To add either of these staff members go to Settings > Staff and click on the Add New Staff tab -
You will then enter into the Add New Staff flow, where you'll need to fill in some information about the staff you are adding. You'll start by entering their name, designating their security access and whether they accept appointments, and assigning them a username -
While the "Staff person's full name" field is probably fairly self-explanatory, I know that the other fields may sound a bit confusing. Here's a breakdown of what each one means -
- Security Access - The staff member who originally created the TimeTap account will automatically get listed as the Account Owner and will have access to every part of the TimeTap account. When you are adding a new staff person to your TimeTap account, you have to select what security role they get assigned. This security role determines which parts of the TimeTap Backoffice the staff will have access to and what permissions they will have. These security roles include -
- Administrator - Administrators have the same level of access as the Account Owner. The only menu options that they cannot see are Change Plan, Billing Information, and Cancel Account on the dropdown in the upper right corner of the page. Otherwise, Administrators can view the full Settings menu, add new staff and locations to the account, change the scheduler configurations, view all clients and view all appointments for all of the staff on the account.
- Location Super User - Location Super Users do not have access to the Settings menu, but they can see all of the appointments and clients that are scheduled at the location they are assigned to. They will be unable to make any changes to any of the account settings or configurations.
- User - User is the basic security setting on TimeTap. Users are able to set their own availability but they cannot see any of the appointments or clients that have booked with other staff. Basically, when they log in to TimeTap they can view their schedules and make any necessary changes to the availability they offer, and that's about it! This is a nice level of security access if you are worried about a member of your staff making unnecessary changes to other people's appointments or schedules accidentally.
- Checkin Only - Checkin Only users are allowed to use the checkin screen where clients are able to check in independently when they have arrived at their appointment.
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Reports Only - Reports Only users can only access the account Dashboard and run reports from it.
On a TimeTap Business or Enterprise account, the account owner will also have the ability to customize the existing Security Roles and even create new ones!
- Locations staff has access to - If you have more than 1 location on your TimeTap account and add a new staff member with a security access of either Location Super User or User, you'll be able to select which location(s) the staff will have access to. This basically just means which locations the staff can add working hours for and add appointments at. For Location Super Users, this also means that they'll be able to see the appointments scheduled for other users at the location they're assigned to.
- Accept Appointments - By default this is checked, but you can uncheck it so that the staff person you are adding will not be available to accept appointments. This is great if you have an office assistant or another manager who needs access to TimeTap in order to help manage appointments or bookings but doesn't see clients themself!
- Username - As you are adding the new staff, we will check the username you are adding against all other TimeTap accounts just to make sure there's not any other user who already has that username. It just needs to be unique and something that the staff you're adding can easily remember when they log in to the app. As soon as the staff is created we send them an email with instructions on creating a password and logging into TimeTap with this username.
On the next page, you can enter the following information -
- Email Address - This will be where the welcome email with the link to create a password for the new staff and instructions on how to log in will be sent. It will also be where any appointment notifications get sent. You can always change this at a later time if you need to.
- Send text alerts to the staff - Checking this box to turn on text message alerts will make it so that the mobile number field is required for this staff. They will be alerted via text message each time -
- a new appointment gets scheduled with them.
- an appointment on their calendar gets rescheduled or changed.
- an appointment on their schedule gets cancelled.
- Mobile number - This is the number where any text message alerts will get sent. It is also, by default, included in the Staff Signature, but can be removed by editing the staff's profile details once the staff is saved.
- Virtual Meeting Room URL - This is the link to the staff's virtual meeting room if they offer appointments at a virtual location.
- Virtual Meeting Room ID - This is the passcode or meeting ID of the staff's virtual meeting room if required.
Once you've entered an email address and mobile number for the staff, click on the green Continue button to move to their "Details" section. Here you can upload a profile picture for them which will display above their staff name in the scheduler flow (1), add a short bio for the staff which will display below their name on the scheduler (2), select the timezone that the staff will use (3) and select which of the services & classes on the account this staff will offer (4) -
Once you've filled in these details, click on the green Continue button at the bottom of the page and on the next page review everything you've entered about the staff before clicking on the green Submit button -
Pretty much everything that you've added about the staff can be changed down the road, so if you notice something that needs to be adjusted you can make that change at your leisure.
Once you click on Submit from the Confirm New Staff page, you'll get taken to the new staff's profile page. You'll see all the details you entered about the staff on this page along with a few more things that you can do next. These include -
- Adjusting the services that the staff is set to offer - By default the staff is set up with the ability to offer all of the services and classes on your account. You have the ability to change this at any time.
- Adding availability for the staff - If the staff is set to accept appointments, you will need to add the dates & times that they are available to take appointments.
- Sync their external calendar to their TimeTap account - This will run a 2-way sync between the staff's external calendar and their staff account so that when something is set to block time on 1 it will automatically block that time on the other.
Still have questions about adding a new staff member? Please reach out to our support team and we'd be happy to help!
If you have added a staff who is not set to accept appointments, then you will just see their staff details. You won't be able to add availability for them (since they won't need any to accept any appointments) and you won't be able to sync their external calendar (since they won't need it to block off their availability) -
No matter which type of staff you've added, we will send them a welcome note with a link to set their password and log in to their account -