Bookings - Add staff members Tutorial
In this video, you will learn how to add staff members to your Microsoft 365 account.
The video covers the process of adding staff members, customizing their avatars, and assigning permissions.
This will help you effectively manage bookings and ensure smooth communication within your team.
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Objectifs :
This document aims to provide a comprehensive guide on how to add staff members to a calendar staff list and assign them to services within a booking system. It outlines the steps involved, the permissions available for different roles, and how to manage staff availability effectively.
Chapitres :
-
Introduction
In a service-oriented environment, associating staff members with services is crucial for effective management. This guide will walk you through the process of adding staff to your calendar and assigning them to various services, ensuring a smooth operation. -
Adding Staff Members
To begin, you need to add staff members to your calendar's staff list. Follow these steps: 1. **Access Settings**: Navigate to the settings section of your calendar. 2. **View Staff List**: Once in the 'Staff' section, you will see a list of current employees. 3. **Add New Member**: Click the button to add a new member. A pop-up window will appear. 4. **Enter Details**: You can enter the name of a person, a group, or an email address. Additionally, you have the option to personalize this entry with a color for easy identification in the calendar. -
Managing Staff Information
In the pop-up window, you can also find information about the Microsoft account associated with the person. If necessary, this information can be modified to affect the person's office account. After entering the details, you will need to set the permissions for the staff member. -
Setting Permissions
Different roles come with varying permissions: - **Administrator**: Grants the same rights as you have. - **Viewer**: Allows the member to only consult the calendar. - **Guest**: Can receive reservation assignments but cannot open the reservation mailbox or make changes. - **Scheduler**: Manages reservations, customer information, and views personnel and service settings. - **Team Member**: Accesses their own calendar to manage and update it. -
Email Notifications and Calendar Integration
You can choose whether the staff member receives email notifications after an assignment or modification of their reservation. Additionally, there is an option to link the Bookings page with the personal office calendar, marking the person as unavailable if they have a meeting or personal appointment. -
Managing Availability
The last part of the setup involves defining the hours of availability for the staff member. By default, this is linked to your company settings, but you can manually adjust it if the staff member has different working hours. For example, you can: - Add a break on Mondays from 10:00 AM to 3:00 PM. - Remove a full day of availability. Once you have made the necessary changes, ensure to save the settings. -
Assigning Staff to Services
After adding the staff member and configuring their profile, you can assign them to any services offered. Remember, you can change or delete their profile at any time, allowing for flexibility in managing your staff. -
Conclusion
By following these steps, you can effectively manage your staff within the booking system. Properly assigning roles and managing availability ensures that your services run smoothly and efficiently, ultimately enhancing customer satisfaction.
FAQ :
How do I add staff members to the calendar staff list?
To add staff members, go to the settings and select 'Staff.' Click the button to add a new member, enter their name, group, or email address, and customize their profile as needed.
What permissions can I assign to staff members?
You can assign various permissions such as Administrator, Viewer, Guest, Scheduler, or Team Member, each with different rights and access levels to the calendar and services.
Can I modify a staff member's profile after adding them?
Yes, you can change or delete a staff member's profile at any time after they have been added to the calendar staff list.
What happens if a staff member has a personal appointment?
If a staff member has a meeting or personal appointment, the Bookings page can mark them as unavailable during that time.
How can I customize a staff member's availability hours?
You can customize a staff member's availability hours by unchecking the default settings and manually entering their specific schedule, such as adding breaks or removing full days.
Quelques cas d'usages :
Managing a Service Team
In a service-oriented business, managers can use the calendar staff list to assign specific services to team members based on their availability and permissions, ensuring efficient scheduling and resource allocation.
Appointment Scheduling for a Clinic
A clinic can utilize the calendar system to manage appointments by adding healthcare professionals as staff members, assigning them specific roles, and customizing their availability to optimize patient scheduling.
Event Planning Coordination
Event planners can use the calendar to coordinate staff availability for various events, assigning roles and permissions to ensure that all team members can access the necessary information and manage their tasks effectively.
Customer Service Management
In a customer service environment, managers can assign team members to handle specific customer inquiries or reservations, using the calendar to track availability and manage workloads efficiently.
Remote Team Collaboration
For remote teams, the calendar system allows members to manage their own schedules and availability, facilitating better communication and coordination for virtual meetings and project deadlines.
Glossaire :
Service
A service refers to a specific function or task that can be assigned to staff members within a scheduling or booking system.
Calendar Staff List
A list of employees who are available for scheduling services. Staff members must be added to this list before they can be assigned to any services.
Microsoft Account
An account that provides access to Microsoft services and applications. It can be associated with a staff member for managing their calendar and permissions.
Permissions
Settings that determine what actions a staff member can perform within the calendar system, such as viewing, managing, or modifying reservations.
Administrator
A role that grants full rights to manage the calendar and services, similar to the rights of the person who created the service.
Viewer
A role that allows a staff member to view the calendar but not make any changes.
Guest
A role that allows a staff member to receive reservation assignments but does not permit them to access the reservation mailbox or make changes.
Scheduler
A role that allows a staff member to manage reservations, view customer information, and access personnel and service settings.
Team Member
A role that provides access to a staff member's own calendar, allowing them to manage and update it.
Bookings Page
A feature that integrates with the personal office calendar to manage availability and appointments.
Availability Hours
The specific times during which a staff member is available for bookings. These can be customized beyond the default company settings.