Configuring Employees

Employees are the ones who provide services in your company. Depending on the license plan you chose, you can be a solopreneur where you’ll be the only employee in your company, or you can have an unlimited number of employees. As an admin, you can easily set their unique schedules and track their business.

If you are the only one providing service – don’t worry, your admin details are already used during the onboarding process to create the first employee. You only need to pay attention to whether you have connected that employee to at least one service, but also to all services you want your customer to be able to book.

If you didn’t do that during the onboarding, continue reading and find out how it can be done.

Video Version

Creating Employees

To create an employee, click on the icon in the sidebar and open the Employees page. Then click on the “+ Add Employee” button and the page with the employee’s details will open.

As a new account, you will see five tabs with options to set but please note that Special Days is a Custom Feature that needs to be enabled in Settings/Features & Integrations section in order to work.

Employee Info

The first thing you need to do when creating a new employee is to configure the employee’s information:

1. Profile Image – Here, you can upload the employee’s profile image which will help you differentiate employees in the Calendar, Employees, and Appointments pages but will also give your customers the opportunity to see the employees during their booking.
2. First Name is a mandatory field and it can’t be skipped;
3. Last Name is also a mandatory field and, at the moment, it can’t be skipped;
4. Email is used to register your employee as a user in Trafft. It’s also a mandatory field and it will be used for email notifications sent to the employee, as well as the login email if you allow your employees to log into their profiles. Please note: Emails are unique values, so you can’t have two users with the same email (regardless if the users are customers or employees);
5. Phone – By default, the country flag is set in the General Settings, under the Default Phone Country Code option but if your employee is in another country, you can change it here for that employee particularly.
6. Employee Badge – There are 3 default badges that can, of course, be edited and changed (Best Value, Most Popular, and Premium), but you can also add new ones. They are used to promote an employee on the booking website.
7. Location – Please note that this field is not going to be shown until you create at least one location in the Locations section in Trafft. Although an employee can cover different locations during Working Hours, in case you have multiple locations, it is mandatory to select a Default Location.
8. Description – This field allows you to add a description of the employee. How long have they been in the business, what approach they have when working, and so on. It’s to be used as a short resume about the employee, so your customers can easily select the employee they prefer.

Assigned Services

In the Assigned Services tab, you can see all Categories, and Services and choose which services the employee will provide by enabling/disabling them. Once services are assigned to the employee, you will be able to configure different prices of the services for that specific employee and also set different minimum and maximum capacities for the employee.

This will give you the option to differentiate employees by the services that they provide, the prices that they offer, and the capacities that they have. If you later decide to change the default service price and capacity – this can be done too! If you have any employee with unique pricing or capacity you will be asked whether you want to change it for the service and new employees, or for all employees. The process is very easy if you have a large list of employees with unique values, and you want to change it with one click but we also made sure that you have the option to keep unique values.

On the Booking Website, employees with lower or higher pricing will be marked with +price or -a price so your customers will know this when choosing the service and employee.

Working Hours

This section allows you to configure your employee’s working schedule. It could be a fixed schedule throughout the week, but it can also assign certain services and/or locations depending, not only on the day but also on the time of the day.

By default, the working hours set during the onboarding process will be the same as the Office Hours. They will be applied to All Assigned Services and the Default Location. You can, of course, change this.

At this time, there’s no way to configure Break periods in the Working Hours, but you can create multiple periods and the time between them will not be covered by the employee – providing the employee with the break time.

For example, if you create two periods from 09:00 – 11:00, and from 12:00 – 15:00, the time between two periods (11:00 – 12:00) will not be covered and will be considered as a break.

Days Off

Everyone needs a break, so if you’re configuring a vacation for your employee, or if there’s a national holiday, or if the employee needs a sick day, the Days Off section is where you can add those days.

Once you access this section, you can create a Day Off, or a range of days by clicking on the “+ Add Day Off” button in the top right. This will open a popup where you can name the Day Off and either select a single day (by double-clicking the date) or select a range of dates (by clicking on the start, and the end date).  The 3rd option is to choose whether this day will be repeated every year (Christmas day, for example), or will it be a one-time event (a vacation).

Once you click on “Add Day Off”, you’ll see a popup at the bottom of the screen, where you’ll need to Save Changes.

Special Days

Regardless if your employee really has a special schedule that can’t be covered by the Working Hours or if there are some events in the employee’s life that need to change their schedule, you need Special Days.

For example, if the employee has a doctor’s appointment on August 2nd, from 10:00 – 12:00, the default working hours of 09:00 – 17:00 can’t be used since the employee won’t be there for 2 hours during the day. You need to create a Special Day with a couple of periods that will cover the time before and after the absent time.

Start by clicking the “+ Add Special Day” button in the top right. A popup will open up, where you can either select a single day or a range of dates. The time periods below will be applied to these dates, so check if they should be the same for all selected days.

Click on Add Period in order to add this period to the Special Day. You’ll notice that this period has been minimized in the popup. Clicking it will allow you to edit it.

Add the second period, from 12:00 – 17:00 (for example), click on “Add Period” again, and then click on Add Special Day.

If you forget to click on “Add Period”, the Special Day will be saved with only the 1st period included.

Once you click on “Add Special Day”, you’ll see a popup at the bottom of the screen, where you’ll need to Save Changes.

You need to click this button in order to save the Special Day.

Working with employee list and tracking their business

On the Employees page, you can see a list of all your employees with their basic information such as their photos, names, emails, and phones. If you have a large number of employees on several pages, you can search for employees by name or click on the Filters option and search by Services or Locations they are assigned to.

In the checkbox next to the employees’ names you can select multiple employees and use the bulk “Delete” option at the top of the page but you can also delete each employee separately by selecting the check-box next to that employee or clicking on the three-dots menu (…) on the right side of the employee bar and then choosing the “Delete Employee” option.

The three-dots menu (…) also allows you to “Edit” an employee and change the employee’s info, assigned services, or working hours.

As for tracking employees’ performances, this can be done by simply clicking on one employee from the list. Once you click on the employee, the sidebar with additional info will open and show:

• Employee’s picture,
• First and last name,
• Working hours,
• Employee’s business for the next 7 days including:
  • Number of appointments,
  • Cashed (earned money, counting only paid appointments)
  • Percentage of load (counting the number of booked hours compared to the total number of available hours set in working hours)
  • Hours in appointment (number of booked hours)
• The three-dots menu (…) from where you can generate a Booking Link, Edit, or Delete the currently selected employee.