Staff Members Field Definitions

The following fields will be seen when adding and updating Staff Member profiles in DaySmart Appointments:

The First name is an "internal" field, meaning it can only be seen by administrative users. It is only used for internal profile records and will not be seen by Customers if they are scheduling their own Appointments.

The Middle Name field is similar to the First Name field in that it can only be seen internally. It keeps track of the Staff Members middle name.

The Last Name field has the same preferences as First Name and Middle Name. It keeps track of the Staff Members last name.

The Screen Name is the name of the Staff Member. It displays on the Appointments Page at the top of the column for the staff member. If you are using the Customer View, it is the name that displays in the Staff Members drop down list.

The Email Address field contains the staff members email address. This is the email address that is used if notification emails are set-up to go to a staff member.

A Staff Member can have a Status of either "Active" or "Inactive". If the status is Active, it means that the staff member is available for appointments. If the status is set to Inactive, it means that the staff member will not display as being available and have a schedule for appointments in the system. Typically, reception staff, answering service staff, managers and owners would have their status set to inactive. This is because they need to access the system, but don't want to show as being available for appointments.

This only applies if you are using the Customer View. It controls whether or not the staff member is able to be selected for Appointments on the Customer View. If a Staff Member is active, and this field is set to "no", the staff member will only show in site administration as being available for Appointments.

Note that if you only have one Staff Member and are hiding the Staff Member drop down on the Customers View, this value must be set to "yes". You must have at least one Staff Member with this field set to "yes" to let Customers schedule online.

Access Types are the levels of system access assigned to each user who can log in to the system. When a user logs into the system with their login and password, the selected access type will define what account features the user can use. Click Here to see detailed descriptions of the 5 default access types, and additional settings.

When adding a new user or updating existing Staff Members profiles, Administrators can designate what menu bar options the user can see. Click here for more details.

The Staff Member Types are completely user-defined. You can set these to be anything you like. You can create these in the Lists section of site administration.

An important use for staff member types is the ability to filter the Appointments report by staff member types. Click here for more details.

The Login Field is used for the users unique Login.

The Password Field is used along with the Login field when a user logs in. This is a unique field that requires at least 3 numbers.

The Profile Field is intended for information relating to the user's professional profile.

The Notes Field is used for any notes relating to the user. This is used for internal reference only and cannot be seen by Customers.

The Schedules functionality allows you to define the specific schedule for each individual user. Please note that the individual Staff Member schedules must fit within your hours set under the Settings tab. If any schedule hours fall outside your open hours, you will need to adjust your open hours.

If you have multiple locations and share Staff Members between locations, you can define a specific schedule for each location after assigning the applicable location to the Staff Member.

Days Off can be used to assign specific days off for individual Staff Members. These are days off for only the applicable staff member. For example, if a staff member is out on vacation for a day, the Days Off feature can be used to ensure that no Appointments are available on that date.

Remember that days off (days that users are not available for scheduling) are entered in the Closed Days section under the Settings tab. All Staff Members are automatically off on any Closed Days.

Schedule Exceptions are used to create additional time for scheduling Appointments on a schedule on a specific date. For example, a user that is typically available for schedules on weekdays only may use Schedule Exceptions to open a specific date that falls on a Saturday for Appointments. Another example, if a user is typically available for Appointments until 5pm but wants to be available until 8pm on one given date, Scheduling Exceptions can be used.

Schedule Exceptions replace the existing schedule for a given date, if there is an existing schedule for that date. Exception Schedules are not meant to add additional time on top of an existing schedule for a given date.

If you are using the Single Appointment Per Time Slot version of the system, you may only use one (1) schedule exception for any given date. If you are using the Multiple Appointments Per Time Slot version, you may set up multiple times on a given date.

In addition, if you want to narrow the hours of Staff Member for a specific date (as opposed to expanding), it is better to utilize the reserve functionality of the system.