Create employee

Enter Employee Code. This is a unique identifier for the employee for your business.

If your organization has enabled the auto-generation of employee codes, the employee code is generated automatically. You cannot edit the auto-generated codes. If an employee profile is created with an auto-generated code, the Auto-generate employee code setting cannot be disabled for your business.

Enter the complete name of the employee.

The employee's Nickname appears on multiple screens of the product such as the Appointment Book, Employee schedules, and Queue view.

The employee's full name, which consists of First name and Last name , is used for record-keeping in Zenoti and also used for payroll and other financial activities.

The Name (Appointment emails/messages) field is used for email and SMS notifications for the employee.

Enter contact information for the employee such as mobile number and email address.

Make sure to enter the exact email address for the employee as the employee profile is mapped using email addresses.

When adding a phone number, click the drop-down menu to update the country code and select the desired country. You can also enter the region code manually, and the field automatically recognizes the associated country.

Zenoti sets the correct range and format for the phone number based on the selected country or region code. If a phone number begins with 0, Zenoti excludes the 0 from the digit count. For example, if a phone number requires 10 digits and the user enters 09876543211, then Zenoti automatically removes the leading 0 from the phone number.

To link the employee profile with the email, click Activate.

Select the gender and appropriate pronouns for the employee. This information is not mandatory to fill. You can select a pronoun from the list of available options or add a custom pronoun.

To add a new pronoun, enter the text in the Enter Custom Pronoun field and click the save icon.

To add notes about the employee, enter the text in the Profile Details field and click Save.

Use this field to record internal notes, such as service preferences or restrictions. For example, ‘No children’s hair services’. Notes are visible only to staff and are not printable. Each note is limited to 256 characters. This is visible in the employee details window in the Appointment book.

Enter the address of the employee. This information is not mandatory.

In the Login Info section, enter the employee's username. The email address entered by the employee is the default username for the employee profile.

You can change the default username after accessing your employee profile.

To retain the org level setting, select the Use default configuration (inherit) checkbox.

You can also choose to Enforce 2FA or Bypass 2FA which will override organization level, job level, and security role settings.

For more information regarding the settings for two-factor authentication, refer to employee password rules.

Select a job from the list of available options.

You must create a job at the organization, zone, or center level.

To view the available options in the Job field, enable the organization-level setting for work tasks. For more information, refer to create a job.

To set the date from which the job role is effective for the employee, select the Effective from option for the Job field. Choose the date from the calendar.

To check the employee's profile update history, click the Audit icon. The Employee Profile Audit provides the details of the employee profile.

Enter other details such as designation, company info, work, and break hours.

To assign work tasks for the employee, click Select work tasks and choose the required tasks from the list. After selecting the tasks, click Save.

A work task in Zenoti is a specific duty assigned to employees to manage daily operations efficiently. The work tasks appear only when you have created employee tasks at the organization level. For more information, refer to manage work tasks.

Provide the Start Date for the employee.

The start date marks the day on which the employee starts working for the business

To pay commissions for an employee's tenure, enter a value for the Tenure start date filed.

Employee commission will be calculated from the tenure start date. If the field is empty, the commission calculation will be disabled. For more information, refer to configure tenure-based commissions.

Set a duration for Employee booking intervals. This duration is the standard booking gap while creating a booking for the employee on the Appointment Book, Bottom Panel, and Booking Wizard. Booking intervals refresh after every block out time, helping businesses manage bookings efficiently.

To ensure employees are scheduled only with guests they have previously serviced, select Enable booking only with guests, the employee has previously serviced option.

Enter the employee's salary for the specified pay period.

To set the date from which the salary is effective for the employee, select the Effective from option for the Salary field. Choose the date from the calendar.

To check the employee's profile update history, click the Audit icon. The Employee Profile Audit provides the details of the employee profile, including salary details.

To assign hourly pay for work tasks, click Define hourly rate by work task. Choose the required tasks from the list and click and enter the Hourly Rate. After selecting the work task and assigning the hourly pay rate, click Save.

You will see the option to add hourly rate by work tasks only if the Manager and employees can select work tasks at the time of check-ins, and the manager can assign pay rate by work task organization-level setting is enabled. For more information, refer to configure employee work tasks.

Enter the hourly rates for vacation days, holidays, and extra hours. It's important to consider that salary, hourly rate, and overtime are calculated independently and do not influence each other.

Configure overtime for the employee.

To set the date from which the overtime calculation is effective for the employee, select the Effective from option for the Overtime field. Choose the date from the calendar.

To check the employee's profile update history, click the Audit icon. The Employee Profile Audit provides the details of the employee profile, including overtime details.

To retain the compensation or commission details in the employee's payroll, enable the Include in payroll option. If this setting is disabled in the employee profile, the employee will not be included in the Employee payroll report.

To award a bonus to the employee when specifically requested for a service, enter a value for Request Therapist Bonus. This field is only visible when the required center-level setting is enabled. For more information, refer to configure request therapist bonus.

Employees receive a commission based on their job role, as specified in the Job - Commission tab. Additionally, it is possible to grant an extra commission bonus, either as a fixed amount or a percentage of sales.

To enable an additional commission bonus for an employee, enable the Eligible for additional commission bonus option. Keep the setting unchanged if you do not intend to modify the standard commission value.

Select one of the two available options for additional commissions.

To add the employee availability for a day or days in the week, enable the switch next to the desired day, such as Monday.

Click Add Slot + and set the start and end times.

Repeat this step to add multiple slots for that day. You can add up to 5 time slots for the day.

To remove the added slot, click Delete on the right of the timings.

Repeat the above steps for any other days you wish to set availability.

Enter the culture and language preference of the employee.

Enter all tags that you want to associate with this employee. You can search for a therapist based on tags from the Appointment Book.

Add employee's preferences for receiving SMS and emails. There are multiple checkboxes with various notifications listed below the Search tag field. If these settings are enabled, the employee gets customized reports or other notifications via email, messages, or other communication medium, for example, Daily Sales reports. You can enable or disable the SMS and email notifications that are listed below.

To lock the Employee and Manager apps automatically after a guest submits the feedback form, enter a value for Access Code. When the access code is enabled, guests do not gain access to other screens in the apps. Employees must unlock the apps using the Access Code to continue use.

The Access Code field is available only when you enable the Access Manager Productivity App notification for the employee.

To quickly identify this employee in the Appointment Book, enter a focus phrase in the Keyword field.

For example, if 'stylist' is the keyword, the front desk can type the keyword to quickly filter the appointment book to show only stylists.

Share additional details about the employee in the optional fields.

To notify guests when they book a service for this employee, enable the Send confirmation email/text to guests for appointments scheduled for this employee option.

Next to the applicable service, select the Service Assignment check box.

Add service commissions for the employee

In the Commission box, enter the commission in percentage or flat amount.

Zenoti gives priority to service-level commissions, employee-level commissions, and job-level commissions, respectively.

Add the absolute amount or price scaling factor for a service when performed by this employee

In the Price box, enter the absolute amount or the price scaling factor.

You may charge a higher price for a service when this employee delivers the service. For example, you usually charge $100 for a hair spa. If this employee performs a hair spa, you charge $130. Then, you can define this higher price as an absolute amount (130) or price scaling factor (30%).

Update internal costs

You can also add additional costs like Guest Cost, Shop Cost, and Labour Cost for the service. For more information on commission deductions, refer to the links mentioned below.

Add service duration for the employee

From the Service time list, select the applicable service duration.

Add commission deductions for the employee

Allow the employee to be available for online booking of services

Select the Available Online checkbox for applicable services.

Configure commissions the employee can earn for canceled and no-show invoices

To set up commissions for no-shows and canceled invoices, you need to configure the organization-level and center-level settings. For more information, refer to configure employee commissions for no shows and cancellations.

In the Commission Levels section, enter details such as Cancellation commission scaling factor and No show commission scaling factor.

To enable employee or service provider commission to be applicable at job levels, enable the Use job level commissions when employee level slabs are deleted option. This setting is useful when employee-level commissions are removed or not applied.

Select the type of commission and applicable slabs

Add commissions for selling free services, products, memberships, packages, and gift cards. Update the fields for revenue slab-based commissions. Select the category, enter the revenue range and commission %, and then click Add.

There are two types of commissions that you can configure.

For example, you give a 5% commission for revenue between $0 and $100 and a 10% commission for revenue between $100 and $200. The employee has generated $150 in revenue.

Then, the highest qualified commission = 10% of 150 = $15

The cumulative commission = 5% of 100 + 10% of 50 = $10