Add Empower Associate

Learn to add new team members on your account. To add Empower Associates, follow the steps below.  

Step by Step Guide for Adding New  Empower Associates

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To add a new  team members go to Settings → Empower Associates and click the button to "Add New Empower Associate". You will be able to distinguish between Administrator, Manager, or Empower Associate in the next step, assigning Security Roles. 

You'll then enter into the "Add New Empower Associate" flow where you'll fill in a bit of information about your team member. You'll start by putting in their name, security access, whether they accept appointments, and create a username:

    • Select "Empower Associate": An Empower Associate does not have access to the Settings menu but can see all the appointments and all the clients that have been scheduled at the Client and Locations they are assigned to. They can view appointments for any team members assigned to the same Clients. Security Access:When you are adding a new staff person to your TimeTap account, you have to select what security role they have. The security role determines what parts of the TimeTap Back Office the staff will have access to. These security roles pertinent to your set up include:
  • Clients Empower Associate has access to: Select the multiple Clients that this team member will be booking appointments with. 
  • Accept Appointments: By default this is checked, but you can uncheck it so that the staff person you are adding is not available to accept appointments. 

  • Username: As you are adding the new team member, we will check the username you are creating the staff with against all other TimeTap accounts just to make sure there are no other users who already has that username. It just needs to be unique and something that the staff you're adding can easily remember when he/she comes to login to the app. 

Once you've filled in all those fields for your staff, go ahead and click the "Continue" button at the bottom of your screen:

On the next screen, enter :

  1. Email Address: this will be where we send the welcome email to with the link to create a password for the staff username and instructions on how to login. It will also be where any appointment notifications are sent to. You can always change this at a later time if you need to.
  2. Send text alerts to the staff: turning this on will make it so that the mobile number field is required. The staff will be alerted via text message each time:
    1. a new appointment is scheduled with them
    2. an appointment on their calendar is rescheduled or changed
    3. an appointment on their schedule is cancelled
  3. The mobile number of the staff: this is the number where any text alerts will be sent. It is also, by default, included in the Staff's Signature, but can be removed by editing the staff's profile details once the staff is saved.

Once you've entered in the email address and mobile number for the Associate, click the green "Continue" button to move onto their "Details" section. Here you can upload a profile picture for them which will display above their staff name in the scheduler flow, add a bit of a bio for the Empower Associate which will display below their name in the scheduler, and select the timezone that the staff is in if it differs from where you business is set to. Feel tree to pass this step and edit these details later in the Associate's profile. 

Once you've filled in these details, click the "Continue" button at the bottom and review everything you've entered about the staff before pressing the green "Submit" button:

Once you press "Submit" from the "Confirm New Staff" screen, you will enter into the "Empower Associate's Profile" screen. You'll see all the details you entered about the staff on the left hand side as well as some more options for what you can do next. These include:

  1. Adjusting the services that the staff is set to offer: by default the staff is set up and can offer all services. You can change this though by editing the staff's details
  2. Adding availability for the staff: if the staff is set to off appointments, you'll want to make sure that you have the days and times that the staff works added on his/her profile so that they can start taking bookings asap
  3. Sync their Google Calendar to their TimeTap Account: this will run a 2-way sync between whichever Google Account you link to the Staff's TimeTap Profile

Still have questions about adding a new staff member? Please reach out to our support team and we'd be happy to help.

What happens after you've added your new staff

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After you finish adding your staff, you will go into the staff's profile view. If you have added a staff who can accept appointments, then you will see their staff details as well as be able to add availability for them to take appointments and sync their Google Calendar:

If your team member needs to be sent or resent their welcome message from the system, select the "Resend Welcome Email" button on the Associate's profile. Included in the email will be the staff's username a link to login and set (reset) a password.  

At this point, you can either let your staff login and set up their availability on their own or you can add the availability for the staff. 

If you have any questions about best practices and want to discuss the process of adding new staff as it applies to your business specifically, please reach out to our support teamand we'd be glad to talk it out with you.

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