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4 - Add An Employee

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Donna J
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To add a new employee, hours, and services to the profile, follow the steps below when using the web version and Vagaro Pro app.

To add an employee with a profile at another Vagaro business, click this link: Add an Employee to Another Vagaro Account.

Vagaro Pro app

  1. Go to More → Settings → Employee Profiles.

    1_vpro_more_settings_2x.png
    settings_emp_prof_2x.png

  2. Tap New Employee.

    Note

    Depending on the type of employee you add, your licenses will update. Click here for more information.

    VPro_add_emp.png

  3. Add a Profile Photo (optional) and enter the employee's information.

  4. Fill in, or toggle the following options:

    • Show Contact email and phone on Vagaro to allow a customer to contact the employee on the online booking page.

    • Enter the employee's Bio.

    • Email Notifications to send employees emails about upcoming appointments.

    • Text Notifications to send employees text messages about upcoming appointments.

    • Push Notifications to receive push notifications.

    • Low Inventory Notifications to get alerts about low inventory.

    • Toggle My Business on to allow the employee to receive marketing emails from the business.

    • Toggle Vagaro Emails , so the employee receives emails and announcements from Vagaro

  5. Tap Next.

  6. Fill in the following options:

    • Username (defaults to the entered email address).

    • Employee Card ID (if your business uses timecards).

    • Enter a Password and enter it again to confirm.

    • Select a Security Question from the list and enter the Security Answer.

    • Select the Employee Type.

      There are two Employee Types:

      • Account Admins are free accounts that don't have a calendar or working hours.

      • Service provider profiles come with calendar booking and working hours and increase your Vagaro subscription by one employee.

    • Set the employee's Access Level by tapping Access Level and selecting one from the choices.

      For a description of access levels, see Setting Access Levels - Vagaro Pro app.

  7. Click Next.

  8. Set up Working Hours for the employee:

    • Toggle days on (green) or off to show the employee works those days.

    • Select Open and Close Times. (The business hours on the online booking page may use the employee hours.)

    • To use the same times for every day, click Copy to all on the time picker screen.

  9. Click Next.

  10. Set Service / Class options for this employee.

    1. Tap Services or Classes to open the list of options for each.

      svc_class_options.png

    2. Tap Edit or Enable for a class or service.

      Add options for services or classes will be listed before the Edit option.

      emp_prof_add_svc_2x.png

      • If you choose Edit, scroll down to the options for Price (service only,) Duration, Points Given, and Points to Redeem. Editing these four options only affects the selected employee. If you edit any other settings for the service or class, the changes apply to all employees.

      • You can add a new service or class by tapping one of the Add options.

      • Enabled services or classes are in black, others in gray text.

        enabled_services.png

  11. Tap the Back arrow to move between services and classes.

  12. After configuring services and classes, you can return to More → Settings → Employee Profiles.

    Your license count will be updated, and your new employee will be at the end of the list.

Other things you can do from the Employee Profiles screen:

  • Click the context menu to delete the employee or transfer their data to another employee.

  • Make changes to the employee's Profile, Hours, or Services.

  • Toggle the Active switch to deactivate the account temporarily.

  • Toggle the Online Booking switch to allow online booking.

  • Toggle Share Calendar to share the employee's appointment schedule with other programs such as Outlook, Google, and iCal.

  • Tap Details to see if any profile elements are missing.

Web Version

  1. Go to Settings → Employee Profiles.

    stock_web_settings_emp_prof.png

  2. Click New Employee.

    new_emp_button.png

    Note

    Depending on the type of employee you add, your licenses will update. Click here for more information.

  3. Enter the employee's information, and add a Profile Photo (optional).

  4. Fill in, or toggle the following options:

    • Show Contact email and phone on Vagaro to allow a customer to contact the employee on the online booking page.

    • Enter the employee's Bio.

    • Email Notifications to send employees emails about upcoming appointments.

    • Text Notifications to send employees text messages about upcoming appointments.

    • Push Notifications to receive push notifications.

    • Low Inventory Notifications to get alerts about low inventory.

    • Toggle My Business on to allow the employee to receive marketing emails from the business.

    • Toggle Vagaro Emails so the employee receives emails and announcements from Vagaro.

  5. Click Next.

  6. Fill in the following options:

    • Username (defaults to the entered email address).

    • Employee Card ID (if your business uses timecards).

    • Enter a Password and enter it again to confirm.

    • Select a Security Question from the list and enter the Security Answer.

    • Select the Employee Type

      There are two Employee Types:

      • Account Admins are free accounts that don't have a calendar or working hours.

      • Service provider profiles come with calendar booking and working hours and increase your Vagaro subscription by one employee.

    • Set the employee's Access Level by clicking the Access Level drop-down list and selecting one from the choices.

      For a description of access levels, see Setting Access Levels - Web Version.

  7. Click Next.

  8. Set up Working Hours for the employee:

    • Toggle days on (green) or off to show the employee works those days.

    • Select Open and Close Times. (The business hours on the online booking page may use employee hours.)

    • To use the same times for every day, click Copy to all.

  9. Click Next.

  10. Set Service / Class Pricing for this employee.

    • Use checkboxes to select services and classes to add them to the profile.

    • Enter the Price (for services), Duration, Points Given (the number of points a customer collects when booking the service or class), and Points Redeemed (the number of points that are needed to get the service or class for free).

    • You can add a service or class by clicking Edit and then Add Service/Class.

    • Click Mass Edit to edit multiple services at the same time. Click this link for more information about the Mass Edit option.

    • To export the service/class listing to an Excel spreadsheet, click download_icon.png.

  11. Click Save.

  12. Click Yes to confirm the cost of adding the new employee. You'll only see this popup if you're adding a service provider.

    cal_confirm.png

You're all set! Your license has been updated, and your service provider has been added.

Other things you can do from the Employee Profiles screen:

  • Click the context menu to delete the employee or transfer their data to another employee.

  • Make changes to the employee's Profile, Hours, or Services.

  • Toggle the Active switch to deactivate the account temporarily.

  • Toggle the Online Booking switch to allow online booking.

  • Toggle Share Calendar to share the employee's appointment schedule with other programs such as Outlook, Google, and iCal.

  • Hover over Details to see if any profile elements are missing.

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