Staff Profile

Every staff person on your account has his/her own staff profile. There are 7 tabs on the staff profile: Overview, Service Availability, Class Recurring Schedule, Class Individual Schedule, Calendar Sync, Open Appointments, and Other Appointments. On the Overview tab, you can see specific details relating to that staff person like their name, email address, and phone number which may be shared through the Staff Signature of the email templates sent to clients. 

The Service Availability tab shows the staff's dates and hours that are available to take appointments. This tab will populate if the staff is set to accept appointments. We talk about how you can customize Staff Availability on another documentation page. The Class Recurring Schedule tab will show you the schedule for any classes that have open, recurring sessions. The Class Individual Schedule shows you the individual open class session in your calendar, in this tab you can also add or cancel sessions.

The Calendar Sync tab is available to TimeTap Professional users who are set to accept appointments. It will allow you to run a two way sync with Google Calendar.

The Open Appointments tab will show a list of all your upcoming open appointments, here you are able to view the client name, location, service, date, and time for each appointment. The Other Appointments tab will provide you with a list of all the Completed, Cancelled, and No Show appointments. 

On this documentation we will go through:

Before we dive too deeply into those aspects of this documentation, however, I wanted to let you know that if you are on at least TimeTap Professional plan type or higher and have added multiple staff to your account, you may have also added staff who do not accept appointments. As mentioned in some of the points above, staff who do not accept appointments have a slightly different looking profile than staff that do accept appointments. 

How to Find your Staff Profile

To find your specific staff profile, go to the top right of the application where you see your staff name listed and click the option to go to "My Profile":

This will take you to your specific staff profile screen view. You will be able to see for which services you offer appointments:

From your staff profile you can:

If you are an office assistant or have a similar role at a business and thus do not accept appointments, your staff profile will look like this and you will be able to see to which location's calendar you have access to:

You'll notice that in the profile for staff who do not accept appointments, they will not have several options underneath the Staff Details (as those options are directly related to appointments) nor will they have the ability to add availability (again since you would only need to do this if you were accepting appointments) or sync with Google Calendar.

The components of your Staff Profile

Your staff profile has several aspects to it:

In your staff profile you'll see seven tabs: Overview, Service Availability, Class Recurring Schedule, Class Individual Schedule, Calendar Sync, Open Appointments, and Other Appointments 

In your Overview tab, you'll see your staff's name, email address, places where they offer services and phone number, some may be shared through the Staff Signature of the email templates sent to clients.

As mentioned in the intro to this documentation, we talk about viewing and managing your hours of availability for services in a separate piece of documentation. Here we will just say that to find it, go to the "Service Availability" tab in your Staff Profile. 

Next is the "Class Recurring Schedule" tab where you'll find all the recurring classes that have been added to the schedule for the staff person's profile you're currently looking at. We talk about how to view & manage your staff's class schedule on our documentation here. In your "Class Individual Schedule" you will see a list of all the classes that have added to the schedule whether they are recurring or only occur one time. 

In your Calendar Sync tab, you'll be able to sync your TimeTap account with your Google Calendar. The Open appointments tab will show a list of the appointments set to Open, upcoming appointments in your calendar, unless you mark them otherwise. In the Other Appointments tab you will be able to see any appointments with the status of Completed, Cancelled, and No Show.

As with every page in the Settings section, there is also the "Preview Scheduler" button in the top right. You can click on this to be directed to your mini website and give your scheduler a test drive. This is useful after making changes to your availability to test out and make sure that everything looks proper.

How to Edit your Staff Profile

You can edit every part of your Staff Profile except for your username which you use to login to TimeTap. To edit your Staff Details, simply click the Edit Details button from the Overview section of your staff profile:

Once you click that button, you'll be able to change the Staff Name, security level, whether this person can accept appointments, staff bio, email and mobile number (if you are a TimeTap Professional user), the services the staff member offers, set your timezone, set your locale, and upload a staff photo:

Please note: Changing the name as displayed in your Staff Details will change the name display in all the places within the booking process where clients see the staff name.

To change your staff signature (which appears in all the emails that are sent out for that specific staff's appointments), add staff specific instructions or select which email templates to exclude, scroll down the Email Settings section and click the Edit button:

Please note: Your name, phone number, & email address are, by default, included in the staff signature of the emails that are sent to your clients. You can also apply fields from within TimeTap to your staff signature by using tags

Once you have finished changing your profile details, just press "Save" and your changes will be committed. 

Provide instructions per staff's request

The email instructions field under the staff's profile within the Email Settings is an optional field that can be used to customize your email templates on a per staff basis. If each of your staff members have different policies, for instance, you can enter those in this field and then add them to your email templates using the tag %STAFF_INSTRUCTIONS% :

Changing your Password

To change the password you use to login to your account, simply go to your Staff Profile and on the Staff Details section select the "Change Password"  link underneath your Username:

Once you click that link, you will get a small window that appears over your staff profile where you can type in a new password, confirm the password you just typed, and press "Save New Password":

Once you press "Save New Password" you will get a confirmation message. You'll then start using that new password you created the next time you login to the application:

Staff Private URLs & Embed Codes

Our Staff Private URL & Embed Code features allow your staff members to be seen only by their clients for their particular services or classes. For instance, if you have a wedding planning business and have staff members who handle client consultations, decorations planning, and photography services, each staff member would be able to use their Staff Private URLs to show their clients the services that they offer. Clients would be unable to see the other existing staff members of your business by scheduling appointments through a staff member's private URL.

The Staff Private URL can be used on your website for a staff member's profile page, underneath a staff member's photo, or any other way that you can choose as long as a particular staff member is given focus. 

To find a staff member's private URL, go to the Staff menu and click View Details next to the name of the staff member you want to see.

Once in the staff profile, scroll down until you see "Private URL, and to the left of this label is the URL that your clients can be directed to if you would only like for them to see this staff member as bookable.

On your website, you could direct clients to the Private URL for one of your staff members so that they are specifically booking with him or her. If you click on this link within Back Office, you will be taken to the web scheduler where your clients will be able to schedule an appointment with this staff member. Once your clients have chosen a service, time, and entered in their information, they can click "Save" and their appointment will be set.

To embed a web scheduler that will allow clients to specifically book with a certain staff member, click the 'Embed Code' button located under the Private URL

By clicking this button, you will be able to copy the staff embed code to your clipboard and paste it on a webpage.

This will enable your staff members' clients to book directly with them through their web scheduler while only showing information for the classes or services they offer.

Upcoming & Past Appointments Table

To see any upcoming appointments scheduled for you or another staff member, go to your profile and click Open Appointments:

The appointments that will display in your Open Appointments page are all of your appointments in Open status and Checked In status appointments:

If you would like to see your past appointments click Other Appointments:

Once in the Other Appointments tab you will be able to see any appointments that have been marked as CompletedNo Show, or Cancelled