Setting Up Your Software:

Transcription

1 Setting Up Your Software: A Quick Guide on Adding Staff Members In this guide you ll find: An explanation of common MINDBODY terms Step-by-step instructions on adding a new staff member and setting up their pay rates Instructions on how to create a login for staff, and how to limit their access Information on managing the time clock and running payroll

2 How to Add a Staff Member Your MINDBODY software comes equipped with a Staff Management feature that helps you track of your staff availability, productivity, and even payroll. The first step is to add your staff members into the system. To add staff members, go to Toolbox=> Setup=> Staff=> Staff Management. On the top right select Add New Staff Member. Next enter the staff member s first and last name, then select if they are a Teacher or an Instructor (also called a Trainer, Therapist, or Stylist, depending on the type of business). A Teacher is a staff member who leads classes and workshops. An Instructor is a staff member who can be scheduled for appointments.

3 The next screen to appear will be the Profile screen, where the staff member s personal details can be added into the system. All of the information will be kept private from the clients except for the biography and staff photo. Terms You Should Know Google Calendar Sync: A quick way to create a Google Calendar based on the staff member s schedule. Schedule Sort Order: This is the order that you would like the staff members to be displayed on the Appointment schedule. On the right side of the screen you may define the staff member s role(s) within the company. Terms You Should Know Desk Staff: Indicates if a staff member is categorized as desk staff, so that you may filter staff lists to locate desk staff members only. Rep: Rep can be used to mark staff members as sales representatives for tracking sales performance. Earns Tips: Indicates that the staff member may receive tips. Earns Commission: Indicates that this staff member is eligible to earn commission on sales. Can be assigned follow-ups: Enables a follow-up with a specific client to be assigned to the staff member using the Contact Logs feature. Independent Contractor: Indicates if a staff member categorized as an independent contractor, so that you may filter staff on the Tips report to show independent contractors only.

4 Appointment Rates and Booking Times If your staff member is an Instructor (or any variation of this title) available for appointmentbased services, your next step is to set up their Appointment Rates and Booking Times. Appointment rates refer to how much the staff member earns for each appointment or service they complete. Booking times refer to the length of time that the staff member needs to set up, complete, and clean-up the appointment. The Appointment Rates and Booking Times page can be accessed at the top right of the staff member s profile. The first step is to add the services that the staff member can perform. You may do this by choosing individual services (e.g., 30-minute massage, personal training) from the drop-down menu on the left, or by selecting Add Multiple on the right. A pay rate can be assigned to each service that a staff member performs. The pay rate is what the staff member is paid for completing the service, not what the client has paid. Terms you should know: Program/Session Type: Programs are the main categories of your services. Session Types are the names of the appointments clients book within a Program. Booking Time: Booking time is the length of time a staff member needs to prepare and complete an appointment. Add Single: Add Single is used to add one appointment at a time to the staff member s Appointment Rates and Booking Times. Add Multiple: Add Multiple is used to add an entire group of services to a staff member s Appointment Rates and Booking Times. This should be used if the staff member may be booked for any session type within a Program.

5 Next, fill in the Booking Time. If the length of time needed for the staff member to perform the service is the same as the Default Booking Time entered when the Session Types were set up, you may leave this field blank, and the software will automatically use the default booking time. Appointment Availability Appointment Availability is the time that your staff member is available to be booked for appointments, and is the next step towards setting up your staff member to be booked for appointments. The Appointment Availability page can be accessed by selecting Appointment Availability on the top right of the staff member s profile, or by going to Toolbox=> Setup=> Staff=> Appointment Availability. To add availability, select Add New Schedule at the top right.

6 Next, enter the details of the staff member s availability. If they work different hours on different days then each schedule will have to be added separately. For example, if a staff member works 8 to 5 on Monday and then 12 to 5 on Tuesday, then the two different schedules will need to be added individually. Terms you should know: Single Day: The availability only applies to a single date, and does not repeat. Multi Day: The available time is for more than a single date, and may repeat. Available for Programs: These are the programs for the services that the staff member is available to perform during this scheduled time. Unavailable: Unavailable is used to block a staff members schedule for things like Doctors appointments or vacations. Public Display Option: Public displays let you limit how much information your clients can see. Hide: will hide the staff member s schedule.

7 Class and Hourly Pay Rates If you pay your staff members by the hour or by the class, you can track their pay by entering the amounts they make into the Class and Hourly Pay Rate page. The Class and Hourly Pay Rates option is on the top right of the Staff Profile screen. For hourly employees, the system includes a time clock feature which enables staff to clock-in at the start of their day and clock-out at the end of their day. Their Default Hourly Pay Rate can be entered on the top center of the Class and Hourly Pay Rate screen. Terms you should know: Default Class Rate: The rate normally earned by a staff member when teaching a class or workshop. Pay Rate Descriptions: Page where you may edit the Pay Rate Descriptions to something that fits your business better. For example Flat Rate + Bonus can be renamed to Workshop Rate. Copy these Rates: If more than one of your teachers make the same pay rates, then you can use this option to easily copy these rates to another teacher. Below the Default Hourly Pay Rate are options to enter pay rates for classes and workshops. The first section is Flat Class Pay Rates and should be used for teachers who make a flat rate per a class they teach.

8 The Alternative Pay Rates section includes rates that pay teachers based on the number of clients in attendance. The Incremental Rates included in this section are set to a default amount of clients per class, however the increment amounts, and whether the pay is a flat amount or a percentage, may be adjusted by selecting Pay Rate Descriptions at the top right. The last section is Percentage Pay Rates, which includes two rate options for staff paid a percentage of what the client has paid. Users and Groups The final step to setting up Staff Members in the system is to create and assign unique logins to each staff member. This will enable you to control their access to the software by adjusting permission levels, while still enabling them to monitor their own schedules, clock in and out, and even manage appointments or check clients into classes. To create Users and Groups go to Toobox=> Setup=> Staff=> Users and Groups. Start by selecting the Group. Each group has it is own access permissions to the software. Terms you should know: Group: A collection of logins all assigned the same permissions. For example, you might have a Desk Staff group that contains all of the logins for your desk staff, and limits them to only doing desk staff related tasks. Add/Edit Groups: Page where new groups may be added and existing group names may be edited, or even deleted. IP restrictions may also be set up here.

9 Next create a Username and Password for the staff member. Both the username and password must be at least 8 characters long, and the password needs to include both letters and numbers. After the username and password are added, it will may be assigned to a staff member. The final step is to set up the permissions for the group of staff members.

10 Time Clock Management As mentioned before, your MINDBODY software comes equipped with a time clock management feature that can be used to keep track of the hours that a staff member works. Once assigned a username and password, staff may log in and view their Dashboard. At the bottom right corner there is a Clock-In and Clock-Out feature. You are able to monitor your staffs time clock records, and make any changes needed by generating the View/Edit Time Clock Report (Toolbox=>Time Clock=> View/Edit Time Clock)

11 Payroll Report Once you have your staff entered into the system, their pay rates correctly setup, and the time clock feature working away, you can generate the Payroll report (Reports=> Staff=> Payroll). The Payroll report displays the amount of money that your staff members have made during a period of time. This includes classes taught, workshops led, appointments completed, and time clocked in.