Staff can be set up to offer specific Services to clients at particular Locations in which they work, and these configurations provide the foundation of the Coconut online booking process.
Managing Staff Options
You can view, edit, archive, and unarchive existing Staff, or create new staff members.
If you wish for a Staff to be available only through the Schedule View or a Booking Shortcut link, set them to Private visibility.
You can assign different roles to Staff, to allow different permissions. Roles include Admin, Manager, Staff Advanced, Staff Plus and Staff.
For example: You can assign a Manager to multiple Locations so they can edit Staff at the locations in which they are assigned to, without requiring access to changing global Settings. (Refer to the Roles and Responsibilities article for more information).
You can set the Preferred Timezone that a Staff’s Schedule will operate in, if the Staff would like their Schedule to display in a timezone other than the default one for the Location in which they work.
Assigning a Slug to a Staff will replace the staff ID number generated in Booking Shortcut links, to make the booking links more straightforward for your clients. (Refer to the Slugs and Booking Shortcut articles for more information).
If you use a company specific type of user ID (ie. an employee number), contact your Customer Success Coach to set an External ID for relationship mapping and data imports.
You can insert a note in the Meeting Information box, to include a note in all email notifications sent to your clients. For example, if a particular Staff meeting always occur in Room 326A, you could make a note of this here.
Roles and Responsibilities
Only Administrators and Managers have access to view and make changes to Staff.
In the Staff tab, a list of current Active staff members will populate.
To remove a Staff from active status, without permanently deleting the staff member, click Archive (1).
To return an archived Staff to active status, navigate to the Archived tab, and click Unarchive button (2) beside the staff member’s name you wish to restore.
To search for a Staff by first name, last name, or email address, use the Staff Search Field (3).
To edit an existing Staff, click the black More (4) button beside the Staff’s name that you wish to make changes to.
To add a new Staff, click the green Add (5) button.
When clicking the More button or Add button to create a new staff member, or edit the profile of an existing staff member, the Edit screen will populate.
Enter the Staff Details (1) into the designated fields.
Assign a Username and Password (2) for your Staff if needed. Ensure to re-enter the Staff’s Password in the Confirm Password field. When a new Staff is created, they will receive an email requesting that they set a password within the next 3 days.
Assign an appropriate Role (3) to your Staff from the drop-down menu.
Select the Locations (4) in which your Staff work at, and the Services (5) provided by your Staff. Click the blue button to assign Services to a Staff based on Specific Locations.
You can set a Staff to Private (6) visibility by selecting the checkbox.
Set a Staff’s Preferred Time zone (7) from the dropdown menu.
You can input a Slug (8), and an External ID (9) (Admin only) for a Staff in the corresponding fields, and Meeting Information (10) in the designated box.