Employees in Amelia WordPress Booking Plugin

Employees in the Amelia Booking plugin are the people that perform a service. It is necessary to have at least one employee created so the plugin could work properly. This option is built specifically for the companies with several employees to make it easier to manage and track their appointments, availability, and services they provide.

Managing a single Employee

Now, let’s begin with creating the first employee. Go to the “Employees” page, click on the “Add Employee” button or “+” button on the bottom right side of the page and “New Employee” dialog will appear. We will go through every option here:

  • Details – This is the first tab for creating the employee.
Amelia WordPress - Employee details tab

It consists of:

    • Employee photo – for every employee you are able to set the photo that will be visible on both sides of the plugin – on the back-end so you or your manager can differentiate them easily, and on your website so your customers or clients can see them.
Amelia WordPress - Adding Employee Photo
    • First NameLast Name, and Email are mandatory fields for every employee. Keep attention that you cannot have two employees with the same email – if you enter it, and try to save the employee, you will see a red alert under the email option that informs you about an already existing email.
Amelia WordPress - Adding Employee's Data
    • Location – This option isn’t always visible:
      • If you don’t create a location the location option will not appear in any settings, and it will not be visible in this modal as well. Let’s say your company is doing business in one location only, and you don’t want to show that location because it is the only one. You can create it and then hide it, but it doesn’t have any purpose. So instead of that, you can just skip creating the location, and if you do so, it will not be visible here.
      • If you create just one location every employee you create will get this location.
      • If your employees provide services in more than one location, the Location option in the Employee modal will become mandatory so you will have to choose a location for every employee.
Amelia WordPress - Adding Employee Location
    • WordPress User – Here you can select if you want to give your employee an account allowing to enter the back-end of the plugin. By adding this role you are giving your employees an option to see their appointments on the Appointments page and Calendar and to export the list of their appointments so they could track it all the time. You can select one of the existing users (that you have created on the Users page) or Create New by clicking on the button in this dropdown. If you click to create a new WordPress user, once you save the employee, new Amelia employee user with the email you entered above will be created. Then you can go to the Users page to change the password and other settings regarding this user. Adding this option you are giving your employee
Amelia WordPress - Connecting Employee with WordPress user
    • Phone and Note are some additional settings that are not mandatory and you can enter if you want to have more information. These options will not be visible on the front-end of your website.
Amelia WordPress - Adding Employee phone and note
  • Assigned Services – This is the place where you can check the services provided by the current employee. Each employee can have more than one assigned service and there is no limit on how many services can be assigned, i.e. all services can be checked. Once you check the service, the price and capacity inputs will become available, allowing to set a custom price and capacity for the employee.
Amelia WordPress - Employee's assigned services

Please note: If you assigned a custom price and capacity for the employees, please be careful when you are changing this setting in the service. If you change price or capacity for that service you will see a message to choose whether you want to apply this setting only for the service or for the all assigned employees. If you click to change it for all employees you will override your custom employees settings.

  • Work Hours – This is the place where you can set custom working hours and breaks for your employee (if your employee has different working hours and breaks from the ones you’ve set in the company global settings). You can choose different working hours and breaks for every day, but if you want to set the same schedule for the entire week, once you’ve set it for the Monday, you can click on the Apply to All Days button and the schedule from Monday will be copied to the other days.
Amelia WordPress - Employee's working hours
  • Days Off – Like for the working hours and breaks you can set custom days off for every employee. Click on the Add Day Off button and you will see several new options. Enter a day off name, date or range of dates and check if you want this day off to repeat yearly. After you click Add Day Off, your Day Off will be saved, and depending on whether it is repeating one or one-time day off it will be colored in orange or red on the list.
Amelia WordPress - Employee's days off

Once you’ve set it all, click on the “Save” button and your employee will appear on the “Employees” page.

Working with Employees list and search page

You can have one or as many employees as you need, and you can choose how to show them on the back-end of the plugin, and easily search or sort them. This is especially necessary for the companies with a large number of employees.

On the “Employees” page you have several possibilities to search through them: by name, by service, and by location, and also two options to sort them: by name ascending and descending. These are options that will make your search easier in the situations when you have a large number of employees.

Amelia WordPress - Employees page filtering

There are also two options to show employees on the page:

  • Grid view, which is a default option
Amelia WordPress - Employees page Grid view
  • List view
Amelia WordPress - Employees page List view

In both you will see availability status for each employee, their name, email and phone number, although in the list view you will have one more option – to mark and delete several employees at once.

Duplicate, Hide and Delete option

By clicking on the employee, the “Edit Employee” dialog will appear with three new buttons in the bottom left corner: “Duplicate”, “Hide” and “Delete”. While “Duplicate” and “Hide” are available for both, administrator and manager, “Delete” option is available only for the administrator.

“Duplicate” option is the first one of three and is here to help you with configuring the settings. If you have several employees with the same location, assigned services, working hours and breaks, you can easily duplicate the first one you’ve created, and just change the name, email and a few more if you need. In that way, you can create a list of your employees much faster. After you click to duplicate the employee and confirm this action, the copied version will open. The only difference is that this copied version will not have entered email, as you cannot have two or more employees or customers with the same email address.

Amelia WordPress - Duplicate employee

With the “Hide” option, you are able to temporarily hide an employee from the website front-end, without the need to permanently delete him/her. You will find this option right next to the “Duplicate” button in the “Edit Employee” dialog. When you hide an employee it will still be visible on the back-end of the plugin with a hidden sign, but it will not be visible on your front website anymore.

Amelia WordPress - Hide employee

Please note: If you hide employee which was only one assigned to the service and/or location you will automatically hide service and/or location as well.

While “Duplicate” and “Hide” options are available for managers and administrator, “Delete” option is available only for the administrator. You can use a “Delete” option when you want to permanently delete some employee. You have two options to delete the employee:

  • By clicking on a “Trash” icon button in the bottom left corner of the “Edit Employee” dialog.
Amelia WordPress - Delete employee
  • By selecting it on the employee’s list and then clicking on a “Trash” icon in the bottom left corner of the Employees page.
Amelia WordPress - Delete multiple employees

In both ways, you will be able to delete employees without any appointments or with only appointments in the past, but you will not be able to delete employees that have appointments in the future. Once you click on a delete button you will see a message that will inform you about the number of appointments and possibility to delete.

Please note: If you delete employee that has appointments in the past, all past appointments will be deleted as well.

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