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Employees

Employees are those who perform a service. It is necessary to have at least one employee created for the plugin to work properly. This option is specifically for companies with several employees to ma
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Joe Smith
Updated 10 months ago

Employees are those who perform a service. It is necessary to have at least one employee created for the plugin to work properly. This option is specifically for companies with several employees to make it easier for them to manage and track their appointments, their availability, and the services they provide. If you have just one employee and you don’t want it shown on the front pages, don’t worry. When you create only one employee it will be automatically hidden on the front pages.

Managing a single Employee

Let’s begin creating the first employee. Go to the “Employees” page, click on the “Add Employee” button or the “+” button on the bottom right side of the page and the “New Employee” dialog will appear. We will now go through the options:

  • Details – is the first tab for creating the employee.
Amelia WordPress - Employee details tab

It consists of:

    • Employee photo – for every employee you are able to set the photo that will be visible on both sides of the plugin – on the back-end so you or your manager can differentiate them easily, and on your website so your customers or clients can see them.
Amelia WordPress - Adding Employee Photo
    • First NameLast Name, and Email are mandatory fields for every employee. Note that you cannot have two employees with the same email – if you enter the same email a second time, and try to save the employee, you will see a red alert under the email option that informs you about an already existing email.
Amelia WordPress - Adding Employee's Data
    • Location – This option isn’t always visible:
      • If you don’t create a location the location option will not appear in any settings, and it will not be visible in this modal as well. Let’s say your company is doing business in one location only, and you don’t want to show that location because it is the only one. You can create it and then hide it, but that doesn’t serve any purpose. So, you can simply skip creating the location.
      • If you create just one location every employee you create will get this location.
      • If your employees provide services at multiple locations, the Location option in the Employee modal becomes mandatory and you will have to choose a location for each employee.
Amelia WordPress - Adding Employee Location
    • WordPress User – This allows you to give your employee an account that allows entrance to the back-end of the plugin. By adding this role, you give your employees an option to see their appointments on the Appointments page and Calendar and export the list of their appointments so they can track it any time. You can select an existing user (that you created on the Users page) or Create New by clicking on the button in this dropdown. If you click to create a new WordPress user, once you save the employee, a new Amelia employee user with the email you entered above will be created. Then you can go to the Users page to change the password and other settings regarding this user. With this option you are giving your employees
Amelia WordPress - Connecting Employee with WordPress user
    • Google Calendar – where your employees can connect their Google Calendars, so once the appointment is scheduled it will be automatically added to their calendar. All they need to do is to click on the button beside the Google Calendar option and they will be redirected to choose their Google Account. Once they choose it, they will be back on their profile in the Amelia Plugin with the selected Google Calendar email.
      • Please note that, after choosing the Google account your employee will be synced with, you may be presented with “This app isn’t verified” screen.
      • This is happening because the verification is not yet complete, and you simply need to click on “Advanced” and then on “Go to your-website (unsafe)“, and you will be redirected to the next screen where you need to allow Amelia to access the calendar.
      • Once the Calendar is connected the Google button will change in color and offer an option to “Sign out from Google, so you’ll know if the synchronization is working.
  •  Phone and Note are additional settings that are not mandatory, but you can enable if you want additional information. These options will not be visible on the front-end of your website
Amelia WordPress - Adding Employee phone and note
  • Assigned Services – This is where you can check the services provided by at current employee. Each employee can have more than one assigned service and there is no limit on the number of services that can be assigned, i.e. all services can be checked. Once you check a service, the price and capacity inputs become available, allowing you to set a custom price and capacity for the employee.

Please note: If you assigned a custom price and capacity for the employees, please be careful when you are changing this setting in the service. If you change price or capacity for that service you will see a message to choose whether you want to apply this setting only for the service or for the all assigned employees. If you click to change it for all employees you will override your custom employees settings.

  • Work Hours – This is where you set custom working hours and breaks for any employee if that employee has different working hours and breaks from those you’ve set in the company global settings. You can choose different working hours and breaks for any day, but if you want to set the same schedule for the entire week, simply set it for Monday and click on the “Apply to All Days” button and the Monday schedule will be copied to the other days.
    Click on the + button and new options will open, choose time in “Work Hours” option, choose services that employee will offer in that period of time and then choose a location. From version 2.1 we’ve added option for employees to work on multiple locations so now it is possible to set different locations for different periods in a day or days in a week. In the employees details you can still set one default location, so if your employee works on only one location just set it in the “Details” tab and you don’t have to set it in the work hours for each period since the default location will be automatically added to all periods. However, if you have multiple locations for one employee you will be able to choose one location for each time period that you create.

Please note: After you set these options you can experience two issues:

  • To see a different availability on the front-end that doesn’t match your settings – If you experience this please check whether you have set your Timezone in the WordPress General Settings and whether you have enabled Show booking slots in a client time zone in General Settings.
  • To see all dates in the calendar as unavailable – This can happen if you set service duration longer then your periods in working hours are, so the service cannot fit in the schedule.
  • Days Of
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