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If you share responsibilities for your account with another rep or relationship manager, you can add that person to your account so they can see all the locations and settings that you've configured. To do that, simply follow the steps outlined below.

Please note before moving forward: Steps 3-5 should be done in quick order after one another.

Step 1: Login to your account

Login to TimeTap using your username and password combination at https://backoffice.timetap.com.

Please note: If you are a general administrator (like Marty Walsh or Carolyn Mitchell) you'll want to click the "Login" button next to the child account that you are logging into to add the staff to.

Step 2: Go to Settings > Staff and click the button to "Add New Staff":

All staff that share the same account will be listed under your Settings > Staff view. This is also where you'll see the option to add a new staff:

Step 3: Go through the Add New Staff flow and fill out the required fields:

On the first page of the add new staff flow, titled "Name & Credentials", you'll see the following fields:

  1. Staff person's full name: this should be set to whatever you want the display name for the staff to be (typically it's the person's full name)
  2. Security Access: You'll see two options - (1) Liberty Mutual Security Permissions & (2) Liberty Mutual Security Permissions - Location Group access. If the staff needs access to see the location groups as well, select the "Liberty Mutual Security Permissions - Location Group access" security permission. If not, select the "Liberty Mutual Security Permissions" security permission
    1. If you're not sure what location groups are, please read our documentation on that here: Using Location Groups to combine multiple sites at one affinity client
  3. Accept Appointments: if the staff member you're adding is a rep that will be assign hours and taking appointments at an affinity client, then check this off. Otherwise, if they are just managing the account but not actually taking appointments, you can uncheck this.
  4. Username: The username is what the staff will use to login to their account. By default all Liberty Mutual reps & RMs have had their usernames set to their email handle (so if their email was jane.doe@libertymutual.com the username would be set to jane.doe). On the off chance that the username you are trying to set this to is unavailable, then just add a unique suffix to it. For instance, if jane.doe was already taken, I could use jane.doe1 instead.
  5. Password: You'll see that the password cannot be set. We will speak to how to set the password for the communication out to the staff member in step 4.

Once you've filled in fields 1-4, click the "Continue" button at the bottom of the page:


On the second page of the add new staff flow, titled "Contact Information", you'll see the following fields:

  1. Email Address: you'll want to set this to the email address of the person that you are adding in. This will be where the welcome email goes to to let the staff know that they've been added to the account. It is also where any new appointment confirmation emails will be sent to.
  2. Send Text Message Alerts: if the staff that you're adding accepts appointments and wants to get a text message alert whenever someone books an appointment with them or cancels an appointment with them, make sure to check this box and fill in their mobile number (#3 below)
  3. Mobile Number: this will be where any text message alerts are sent (from #2 above) and can be displayed in any of your email templates with the tag %STAFF_MOBILE%

All of these items are optional. Fill in what you'd like to and click the "Continue" button at the bottom of the page


On the third page of the add new staff flow, titled "Details", you'll see the following fields:

  1. Profile Picture: if you'd like to upload a profile picture of the staff, this can show on the scheduling flow above the staff's name if you include staff in the scheduling flow. Otherwise, it will display in the top right corner whenever the staff logs in.
  2. Timezone: by default this will get set to the timezone that the overall account is set to. If the staff, however, is taking appointments at locations that are in a different timezone, set it to the timezone for where they'll be taking appointments
  3. Services & Classes this staff will offer: by default this will select all the services and classes on your account. If the staff only offers a subset of these and not all of them, deselect the ones he/she doesn't offer.

Once you've set the profile picture and timezone, click the Continue button to get to the confirmation page

On the fourth page of the add new staff flow, titled "Confirm New Staff", you'll see a summary of the details you entered for the staff in pages 1-3 and will just need to click "Submit for Approval" if all the details look correct:

At this point, an email will be sent to your account administrator to approve the new staff addition. Once the administrator has time to review it, she will either approve or decline the addition. You will get an email letting you know whether your requested staff addition was approved or declined once that action has been taken.

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