TimeTap BackofficeStaff Panel Settings

Staff Panel Settings

If you have upgraded to a TimeTap Professional or Business account, then you have the option to change your scheduler's flow so that clients can select which staff they want to book with when they are setting their appointment. If you have changed your scheduler's flow so that the staff panel is included, then you have a few options as to what you can add to this panel when clients are making their appointment. You can:

  • Change the name of the panel: By default this just reads as "Staff" but you can change it to be "Therapists" if you are a Massage Therapy practice or "Photographer" if you are a photography studio, etc.
  • Turn on the "No Preference" option: This is great for businesses where clients don't particularly mind which staff they meet with for any particular service. Learn more >>
  • Allow Book Staff In Order: Making this selection will make it so that when clients are going to book appointments the appointments will get assigned to staff based on their sort order. The staff who is first in your list will get first priority for appointments and so on down your list of staff. 
  • Add a No Staff Error Message: This error message show if clients go to book an appointment and no staff are available to book with once they reach the Staff panel in the scheduling flow. 
  • Add some text to the header of the panel: This gives you room to explain a little bit to clients around the staff panel

To get to your Staff Panel Settings options, go to Settings → Staff and click on the button for "Staff Panel Settings":

Once you've clicked the Staff Panel Settings button, you'll get the Staff Panel Settings window to appear:

The default panel settings shown in the image above creates a nice but generic look to your staff panel when clients are booking:

Let's say you make a few changes to your Staff Panel Settings so that the Panel Title now reads "Consultants" (1) and you have turned on the "No Preference" option (2) and added a bit of explainer text to the top of the screen (3):

After saving your changes in the Staff Panel Settings window, here's how those changes would appear on the client facing scheduler:

As you can see, there's nothing that drastic that you're changing here, but you can make it so it fits your business better.

Have questions about the Staff Panel settings? Feel free to reach out to our support team and we can get you an answer quickly.

Understanding the "No Preference" option on the Staff Panel

Within your Staff Panel Settings you can choose to show or hide the "No Preference" option on your staff panel of your client-facing scheduler. If you choose to show it, then when clients are going through to make an appointment they will have the option to choose "No Preference" as they are selecting which staff to book with:

This is a great option if you have a business where some clients prefer to meet with specific members of your staff and others don't have a preference of which staff they meet with. If a client chooses that they have "No Preference" on which staff to book with, then they will see appointment times for all of the staff that offer the service that they are booking. 

If a client selects an appointment time that only Staff Member A has available, then the appointment will be assigned to Staff Member A. If the client selects and appointment time and both Staff Member A and Staff Member B have availability during that appointment time, then the appointment will be randomly assigned to one of the two staff members. 

When multiple staff people are available for an appointment time slot then the no preference option assigns appointments completely at random. There is no weighting put on which staff gets appointment priority when the client chooses no preference. 

This may be obvious, but I think it's worth noting that this feature is not beneficial if you only have one staff person on your account. If you only have one staff person than the appointments will always be assigned to that one staff person. Again, fairly obvious but worth a mention.

You can turn on the No Preference option by going to Settings → Staff and clicking the button for "Staff Panel Settings":

From the Staff Panel Settings window that appears, change the No Preference dropdown from "Hide 'No Preference' Option" to "Show 'No Preference' Option" and then press the button to "Save Changes":

If you have any other questions about how the No Preference option works, please feel free to contact our support team and we would gladly explain it.