How to add staff and set their schedules
3 min read
A staff member is a person who does services. Appointments are booked with staff members. A booking that would overlap a staff member’s other appointments is refused, and the form offers the next free times instead.
Video tutorial #
How a stylist runs their day in Salon Booking OS by OsDotâ„¢ 1.0.0
| Task | Page | Permission |
|---|---|---|
| Add or edit a staff member | Salon → Staff | Manage staff members (owner) |
| Edit working hours, breaks, time off and one-off changes | Salon → Staff → Schedule | Edit every staff member’s working hours and closures (owner) |
| See every staff member’s schedule | Salon → Staff → Schedule | See every booking and the calendar of every staff member (owner, manager / front desk) |
| See your own schedule | Salon → My schedule | See own bookings and own calendar, with your account linked to your staff member (see below) |
The owner can give these permissions to other roles under People → Roles and permissions. The permission Add and remove staff time off also opens Salon → Staff and every staff member’s schedule, to read; in this version the time-off form on the schedule page shows only to a role that also holds Edit every staff member’s working hours and closures.
Every change is written to the audit log.
Add a staff member #
On Salon → Staff, choose Add staff member and fill in:
- Name shown to clients — the name clients see when they choose who does their service.
- Order — the position in lists.
- Clients can book … online — untick it to keep this staff member for desk and phone bookings only. It matters once the salon takes bookings online (Take bookings online under Front desk → Online booking, see Booking online). The staff list shows it as Bookable or Not bookable.
- Does home visits — tick it for someone who goes to clients’ homes. Home visits are set up under Salon → Home visits (see Booking online).
- Services … does — tick each service this person does. You can also set this from the service (Who can do it).
- Status — Active, or Inactive (never offered) for someone who no longer takes appointments.
Choose Save. Staff members’ phone numbers and e-mail addresses are never shown to clients.
Sign-ins for staff. A staff member is someone who can be booked; they do not need an account. To give them their own sign-in, use People → Add a staff member, then link their account to their staff record on Salon → Staff sign-in (see Your team’s sign-ins). If a team member’s account is later deleted on request (People → Deletion requests), their sign-in is unlinked from the staff record first; the staff record stays.
The staff lists fit together like this: Salon → Staff is who can be booked, with their working hours; People lists every account and every person recorded without one; People → Team holds the profiles the website shows (the published ones); Salon → Staff sign-in links a staff member to a sign-in account.
Working hours and breaks #
On Salon → Staff, choose Schedule next to the staff member (or Working hours on their page). The page shows the times in the salon’s time zone.
- Working hours — the person’s usual week: one or more intervals per day. A day without an interval is a day off.
- Breaks — recurring breaks inside the working hours, set per day of the week, for example 1:00 PM – 1:30 PM.
Choose Save working hours and breaks. Times are typed as on the business hours page: in the format of Language and formats, with 12:00 AM or 24:00 as midnight at the end of a day. A staff member is offered only inside both the salon’s business hours and their own working hours.
Time off #
Under Time off, enter From and Until (date and time) and an optional Reason (optional; staff only), which clients never see, then choose Add time off. The list shows the absences ahead; Remove deletes one.
One-off changes #
Under One-off changes, change a single date without touching the usual week, then choose Add change:
| Change | Times | Effect |
|---|---|---|
| Off | empty | The whole day off. |
| Off | From and To | That interval off; the rest of the day as usual. |
| Extra working time | From and To | Adds working time on that date, inside the salon’s business hours. |
When a day has both, the day off wins.
When a change touches booked appointments #
Some changes would leave appointments that are already booked outside a staff member’s hours: new working hours or breaks, time off, a day off, or setting a staff member to Inactive. Before saving such a change, the page lists the appointments it touches (the first ten, each linked to its page) and saves nothing yet. Choose Save anyway to save it, or Don’t save.
Either way the appointments stay booked: the change never moves or cancels them. Contact the clients, or move the appointments, if needed.
My schedule #
A staff member whose account is linked to their staff record (Salon → Staff sign-in) sees Salon → My schedule: for each day of the next two weeks, their working hours, breaks and time off, read-only. Without the link the menu does not show it.
