Like client profiles, staff profiles provide a comprehensive summary of relevant information on your staff members. This article describes all of the fields and features available on your staff profile screen.
Contents
- Location
- Profile sidebar
- Contact information
- Settings
- Additional Staff Management features
- Things to know when deactivating a staff member's profile
- Related articles
To access a staff profile
- Go to the Home tab.
- Select Staff from the submenu.
- Use the search bar to look for a staff member, or select their name from the list below.
- While under a staff profile, you can use the buttons at the top right to quickly add new staff members, or access each of your staff member's profiles.
- The green add button lets you add a new staff member.
- The gray menu button displays all your staff members in a dropdown menu. Click on a name to access another staff profile.
Profile sidebar
- Photo: You can upload a picture of your staff member by clicking on Choose an image. Regardless of the size of the photo, your site will automatically resize the image to 200 x 151 pixels. This photo will be visible in consumer mode, business mode Staff Info screens, the MINDBODY® app, and your branded app. Note: In consumer mode the photo is only visible when there is a public biography entered and can be viewed by clicking on the name of the staff member.
- Staff login: This is the username and password that your individual staff member uses to log into your MINDBODY site in business mode. Without a staff login, your staff member can only access what your customers see. Both the username and password must contain at least eight characters, and the password must be alphanumeric. After a staff member logs in, they can see and do only the things that their permission group is allowed. You can edit these permission settings on the Staff Permissions screen. To set up staff logins, click here.
- Permission group: You must assign each staff member to a permission group. Once staff are assigned to a permission group, they can only do the things that you have allowed the whole group to do. For instance, since you may not want your receptionist looking at your sales reports, you'd assign all receptionists to a group called "Front Desk" that has very few permissions enabled. For more information, including how to add permission groups, click here.
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Location: If you have multiple business locations, then you can give your staff members the ability to log in at one, some, or all of your locations. If you select "All Locations," or check multiple locations, then when your staff member logs into your MINDBODY site, they will be prompted to choose a location from a dropdown menu. This location will be applied to record transactions and access class sign-in sheets.
- Note: The staff permission to switch between locations while logged in effects this process. Staff who have it will be logged into your main location automatically but can see and complete transactions at different locations at will. Staff members without this permission who are assigned to multiple locations will need to pick a location when they log in, and then log out if before they switch to a new one.
- Gender: If you use the appointment finder feature, then your clients can choose to work with either male or female staff members. These checkboxes let the system know each staff member's gender. This is a required field.
- Staff ID #: Here you can assign a unique identification number to each member of your staff. This ID will display on the Payroll report and can also be used by your staff to clock in and out of your MINDBODY site from the Self Clock-in screen.
- Provider ID: Here you can assign a unique health provider identification number to each member of your staff. This ID will display on invoices and statements, and be associated with booked appointments. Learn more about provider IDs.
- Nickname: Show nicknames for your staff members on their schedules instead of the first and last name. The nickname option will only appear after you have enabled "Use Staff Nicknames" under the General Setup & Options screen. Note: This setting overrides all other name settings.
- Employment dates: You can record when your staff members begin and end employment on this screen by entering their start and end dates.
- Deactivate Staff Member: The deactivate link will deactivate the staff member’s account and delete their login. You can still pull up these staff members by looking in the Inactive Staff section at the bottom of your Staff Members page. To learn more about deactivating a staff member, click here.
Contact information
Contact section:
- Email address: This email will be used to send the staff member auto emails notifications.
- Opt in to feature updates from MINDBODY: Check this box if your staff member wants to receive emails from MINDBODY highlighting business advice and tips and upcoming feature changes and releases.
- Mobile phone: This number will be used if the staff member opts in to receive auto emails SMS messages.
- Additional phone number options: Home phone, Work phone, Work extension, Fax number, and Other number. These will appear on the Phone Book report as well.
- Mobile provider: This setting only applies to Essential sites. The staff member's mobile provider is needed to send SMS reminders.
- Automatic notification preference: Use this field to set a preference for how your staff member likes to be contacted (e.g., email only, text only, or not at all).
Address:
Staff member's addresses will appear on their staff profile and the Phone book report. This information will not be displayed in consumer mode.
Additional staff member information:
- Private notes: Any extra notes you want to keep on a staff member can be put in this box, whether it's what they prefer to be paid, or any special work conditions they require. Clients cannot see this section.
- Public biography: You can enter a short biography for each staff member. If you already have a page on your main website that explains this, you can just paste the link into this box. These biographies also show up in the MINDBODY app and your branded app.
- The biography appears when your clients click on the staff member's name on the schedule. On the appointment schedule, the bio will display when you click the drop-down arrow to the right of a staff member's name (when in day view).
- Client Profile: Use this link to link your staff member to their client account. This step is necessary if you plan to use the Professional Products feature, which charges your staff members for products they've used from your inventory before calculating payroll.
Settings
- Desk Staff: Check this box for your receptionists or administrative assistants. This checkbox doesn't affect the behavior of the site; it just informs you that the employee is a desk staff employee.
- Instructor (for appointments): Check this box if staff members provide any of the services on the appointment schedule. These are people that usually offer one-on-one or one-on-few services, like private or semi-private training sessions.
- Instructor (for classes): Check this box if staff members provide any of the services that appear on the class or enrollment schedules. These are people that provide group services, like fitness classes or a weekend workshop.
- Assistant and Assistant 2: If a staff member has this setting checked in their staff profile, they will be able to act as an assistant for classes and enrollments. To learn more about enabling this setting, click here.
- Independent contractors: If this box is checked, then the staff member’s tips will display on the Tips report when you select “Independent Contractors” in the “Pay Type” menu.
- Allow overlapping scheduling: If this box is checked, the software will not warn you when you schedule a staff member for a class or event during the same time slot that they are scheduled for another service.
- Hide in payroll export: If Payroll Integration is enabled in General Setup & Options, you can check this box to exclude this staff member from showing up on the Payroll Export report. This function does not affect your Payroll Report.
- Schedule sort order: You can control the order in which staff members are displayed at the top of the appointment schedule. Staff with smaller sort numbers (e.g., 1) are displayed first. If staff members have the same sort number, then the system sorts them alphabetically by last name.
- Rep 1 - 6: Checking this box allows this employee to be considered a sales rep. You can assign reps on each client's profile screen. For every client you add, you can assign a "sales rep" to that client. If you'd like for there to be more than one Rep in your site, you may enable "Rep 2 - 6" in General Setup & Options. You can also change "Rep" to something like Trainer, Stylist or another term that is better suited to your business. Learn how by reading about Words and Phrases.
- Can be assigned followups: Check this box if you would like to assign contact logs to this staff member so that they can follow up on them. There is also an auto email and a report that goes along with this feature.
- Earns commissions: If you enable commissions, you need to tell the system which people can earn commissions from selling services or products. Check this box to let the system know that this person earns commissions.
- Earns tips: If you enabled tips, then you need to tell the system which of your staff are eligible for tips by ticking this box. Any staff member who does not have this box checked cannot earn tips through your MINDBODY software.
Additional Staff Management Features
Share your MINDBODY schedule with your Google Calendar to make sure you're always up to date.
Learn more about the Google Calendar Integration.
Log out of MINDBODY apps:
Keep the business secure by logging out of your mobile apps, even if you're nowhere near your device. Staff members will be able to click on their Login on the top right and choose "Log out of MINDBODY apps." "View/edit staff member personal information" and "Administer Staff Logins" permissions must be enabled for the staff member to see the link. Click here to learn more.
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Things to know when deactivating a staff member's profile
- If they have scheduled appointments, deactivating them will hide their appointment schedule. If you temporarily reactivate their account, you’ll see their appointment schedule again. You can also see their appointments by looking at the Schedule at a Glance report. If this staff member is no longer working for you, you'll need to reschedule their appointments manually.
- If they have scheduled classes, they will stay on the schedule until you edit the instructor or cancel them.
- The staff member won’t show up on many reports, such as the Payroll report.
- Staff members leaving a business can stay logged into your MINDBODY business app (formerly Express) and Class Check-In apps even after their profile has been deactivated or their credentials changed in the software. You will want to use the Log out of MINDBODY apps feature to force log-out those users.
Because of this, it's best to take care of rescheduling the staff member's services and paying the staff member one final time before you deactivate the profile. Click here to learn about the changes that take place in the site after deactivating a staff profile.
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