Adding General Information for a New Employee

While adding a new employee record, use the General tab to store important personal and work-related details of the employee such as employee's name, email address, address, date of birth, login information, salary, eligibility for additional commission, working hours, leave details and much more. 

Table of Contents

To enter general information for a new employee:

  1. Ensure you are at the Center level. 
  2. From the main menu, click Employee.
    The Manage Employee window opens.
  3. Click Add
    The Create New Employee window opens. 
  4. Enter employee details in the General tab as outlined in the following table. 
  5. Click Next.
    Note: In the next step, you need to specify employee roles. Thereafter, you need to add services the employees can perform, define products and memberships employee can sell, specify payrates for classes, configure employee-level commissions, and upload catalog for the employee to complete the task of setting up an employee. 

To enter general information for a new employee, follow these guidelines.

Field  Description
Personal Info  
Employee Code Enter the Employee Code - the code must be unique. 
If you enter an employee code that already exists, the application alerts you about the same and prompts you to enter a unique Employee Code. 

Important: Usually, organizations with large number of employees choose to auto generate the employee code. To do this, ensure that the setting Auto generate employee code is set to Yes from Admin OrganizationOrganizations Settings Employee section. You will need to enter the Emp Code Start Number so that the application can continue to generate employee codes automatically and sequentially thereafter. Note that if you choose to auto generate employee code in this manner, the employee code is purely numeric (it cannot be alpha numeric). 
First Name Enter the first name of the employee. This is a mandatory field.
Middle Name Enter the middle name of the employee.
Last Name Enter the last name of the employee. This is a mandatory field.
Nickname Enter a nickname for the employee. 
Email Enter the email address of the employee. ​Zenoti uses this email address to send Daily Reports to this employee, if the employee has the required role permissions. Also, settings for Daily Reports must be enabled. 

This is not a mandatory field but the email address needs to be unique. The application shows an alert if you enter an email address that is a duplicate.
Mobile Phone Enter the mobile phone number of the employee. Zenoti uses this number to send the day closing SMS to the employee, if the employee has the Owner role. 

This is useful if you need to reach the employee for any administrative or work-related clarifications. Legally too, employers are required to maintain accurate employee contact details. 
Home Phone Enter the home phone number of the employee. This is useful if you need to reach the employee's family in case of any emergency. Legally too, employers are required to maintain accurate employee contact details. 
Work Phone Enter the work phone number of the employee. This information is useful to provide to vendors who extend essential services to you such as the bank where employee salary accounts are maintained. 
Gender Enter the gender of the employee.
Birthday

Specify the birthday of the employee. You can use this to enhance employee engagement programs within your organization. 

Example: You can have a cake-cutting celebration, offer surprise gifts, or gift vouchers from restaurants or other stores to the employee. Such gestures go a long way in employee retention. 

Anniversary

Specify the anniversary of the employee. You can use this to enhance employee engagement programs within your organization to make the employee feel valued.

Example: You can offer surprise gifts or gift vouchers from restaurants or other stores to the employee. Such gestures go a long way in employee retention.

Center

Select the base Center of the employee. This is the center in which the employee comes in everyday to work.

Note:  At times, an employee may be sent to other centers on deputation. This is like a temporary transfer to other locations to meet with demands of a peak season. In such cases, employee schedules are usually tracked in the new center.
Important: The base Center processes payroll either only on the basis of invoices generated at the base Center or on the basis of all the centers. An Organization level setting controls how payroll is calculated: Org Level > Admin > Settings > Employee > Consider other center invoices.

Address  
Address 1 Enter address details such as apartment number, apartment name, and locality. 

It is important to keep employee address handy as a step towards maintaining basic background information, for legal purposes, and also in case of any emergency, so that you can reach out to other family members. 
Address 2 Enter any other address-related information such as landmarks. 
City Enter the name of the city where the employee resides.
Country Enter the country where the employee resides. 
State Enter the name of the state where the employee resides. 
Pin Code Enter the pin code or the zip code of the city where the employee resides.
Consultant

Select this check box if the person is an external Consultant with your organization. This means that such a person is not a regular employee with your organization and therefore does not show up in any employee schedules or employee reports. You cannot perform other regular activities such as checking in or checking out such a person from your center.

Example: You may hire a dermatologist as a consultant to ensure safe delivery of skin treatments at your center. Important: Zenoti provides this option to mark a person as a consultant to track any commissions that are split. Also, since such consultants are usually from an academic background of medicine, it is a good idea to maintain a record of such doctors as they may be in a better position to recommend other doctors for specialized services such as weight reduction or lipo suction.

Login Info  
Username Enter the username of the employee. This is a mandatory field. The employee uses this username to log into Zenoti and the employee or manager applications. In fact, if the employee has access to the customer mobile application, she can use the same log in credentials to log in. 

Important: Ensure this information is accurate. In case employees forget their log in information such as username and password, you can reset the password from this section using the Reset Password option on the right hand corner of the Edit Employee screen. 
Password Enter a default password that the employee can use to log into Zenoti for the first time.

Employees can later change this password by clicking the 'Change Password' link on the login screen of Zenoti. This is a mandatory field.
Confirm Password Enter the default password again to confirm the same. 
Job Info  
Job Select the Job of the employee from the drop-down list. 
Example: Therapist, beautician, stylist. 

Tip: If you do not find the Job you are looking for, you need to create the Job from the Organization level from Employee > Employees > Jobs.   
Designation

Select the designation of the employee - the options you see depend on the Job you select.

Example: Senior therapist, Junior beautician.

Company Name Enter the name of your company. 
Salary

Enter the salary of the employee. There is no inter dependency between the salary you enter here and the other fields such as Hourly Rate and Overtime. 

Zenoti provides these fields to offer flexibility and also to track numbers in related reports. 

Hourly Rate Enter the amount you pay per hour to the employee if your organization uses this method to pay employees. Else, you can leave this field blank.  

There is no inter dependency between the hourly rate and the other fields such as Salary and Overtime. Zenoti provides these fields to offer flexibility and also to track numbers in related reports. 
Overtime Enter the overtime rate you pay the employee, if applicable. 
Request Therapist Bonus Define a fixed amount as bonus each time a guest specifically requests for this employee as a Requested Therapist.
Mandatory Break

Enter the number of minutes for which you want the employee to take a
mandatory break. If you want to ensure that your employees perform well, it is essential they get their rest too. Labor laws also require that you give mandatory breaks to employees. 

Example: 45 minutes or 60 minutes. 

Commission - Eligible for additional commission bonus

Select this check box if you want the employee to be awarded additional bonus over and above the commissions defined in the Employee or Job profiles
You can configure employee additional commission bonus as a:

  • Flat Amount for each service the employee performs
  • Percentage on service commission for each service
Max Work Hours

Enter the maximum number of hours you expect the employee to work in a payroll period. A payroll period is the frequency of the payroll (the frequency of how often employees are paid). Typically, payroll periods may be:

  • Weekly
  • Bi-weekly (every two weeks)
  • Semi-monthly (twice in a month)
  • Monthly

Example: Considering an employee works for 8 hours a day, 5 times a week, the total working hours for the week are: 8x5= 40 hours in a week. Further, a  year has 52 weeks. Therefore, 40x52 = 2080 hours in a year. Enter the number of maximum working hours based on the payroll period you follow:

  • Weekly (Paid 52 times a year) is 2080 hrs / 52 times  = Maximum 40 hours per pay period

  • Bi-Weekly (Paid 26 times a year) is 2080 hrs / 26 times =  Maximum 80 hours per pay period

  • Semi-Monthly (Paid 24 times a year) is 2080 hrs/ 24 times = Maximum 86.67 hours per pay period

  • Monthly (Paid 12 times a year) is 2080 hrs / 12 times =  Maximum 173.33 hours per pay period  

Target Revenue

Enter the monthly target revenue for the employee. The target revenue is the sum of revenues an employee generates in the form of performing services, and selling products, memberships, packages, and gift cards. You can track employee performance against this target revenue. 

Example: Suppose the target revenue for an employee is $1500 in a month and the employee is able to achieve only $400, then managers and other owners can track this below average performance in Employee Performance reports. This will help the employee and the management to find ways to encourage the employee to do better in the future.  

Vacation Days Enter the number of days - vacation days such as sick leave, casual leave that the employee can avail.

The number of days you enter here is considered to calculate leave losses and leave gains through attendance categories.

This is not a mandatory field.
Special Leave Days Enter the special day leaves in a month that the employee is eligible for such as compensatory off or birthdays, wedding anniversaries, if your organization has such a policy.
Start Date

Enter the start date of the employee in your organization. This is usually the date when the employee joins your organization. 

Example: 15-10-2016

End Date

Enter the end date of the employee in your organization. This is the last date or the date on which the employee leaves your organization. 

Example: 30-11-2018

Tip: It is a best practice to enter an end date to the employee record rather than deleting the employee record. After the end date, the employee will no longer have access to Zenoti or the employee and manager apps.

Retaining employee records in this way is a good practice because you can always network with employees even after they have left. You can reach out and let such employees know of any vacancies and ask them for references of people who may want to join. 

If an old employee re-joins your organization, it is best to create a new employee record (rather than use the existing employee record) to ensure that all reports reflect the current data with regard to details such as leaves, schedules, payroll, commissions. 

Tenure Start Date Enter the tenure start date of the employee in your organization. 

Example:  Your company may have a probation period of 2 months. That is, an employee may get their employment confirmation after two months of working with the company. Similarly, you may have an extensive training and induction period of 3 months - employees who complete this training get their employment confirmation only at the end of this period. 

Example: If the Start date was 15-10-2016 and the probation period is 2 months, then the Tenure Start Date will be 15-12-2016. 
Preferences  
Culture

Select the culture preferences of the employee from the drop-down list. The region you select, impacts the way the dates appear on the Appointment Book. 

Example: Suppose, the date is 22 November 2016, and you select:

  • English - United States, the date appears as 11-22-2016 (mm-dd-yyyy format) 
  • Spanish - Argentina, the date appears as 22-11-2016 (dd-mm-yyyy format)
  • Chinese - China, the date appears as 2016-11-22 (yyyy-mm-dd format) 
Search Tag Enter any keywords or tags for this employee.

Example: senior, junior, massage, facial, manicure, pedicure, stylist, dietician.

These tags are useful when the front office searches for employees. 
Receive Marketing Emails If this option is selected, employees receive marketing emails such as 
Receive Transactional Emails If this option is selected, employees receive transactional emails such as information related to appointments that the employee needs to keep. 
Receive Marketing Text Messages (SMS) Select this option if you want the employee to get marketing-related text messages (SMS). 
Receive Transactional Messages (SMS) Select this option if you want the employee to get transactional text messages (SMS). 
Receive Daily Reports Select this option if the employee is a manager and should receive Daily Reports. 
Receive Register Closure Report Select this option if the employee is a manager or supervisor and should receive the Register Closure Report.  
Waive biometric Check In

If your organization uses biometric devices that use fingerprints, facial images, iris prints, or voice recognition to authenticate and check-in employees, select this check box to waive such check-ins. 
Example: An employee may have suffered an injury on her fingers (fingerprinting becoming difficult) or may suffer from an eye infection (making iris printing difficult or uneasy), in such cases, the employee's biometric check-in may be waived. 

Access Manager Mobile Application Select if you want the employee to access the Manager mobile app. 

Note: Employees use the same credentials (username and password as defined under Login Info section) to log into the Manager mobile app. In fact, if employees have access to the customer mobile app, they can log in using the same credentials. 
Access Employee Mobile Application

Select if you want the employee to access the Employee mobile app. 

Note: Employees use the same credentials (username and password as defined under Login Info section) to log into the Employee mobile app. In fact, if the employees have access to the customer mobile app, they can log in using the same credentials. 

Access Code Enter an Access Code if you want to lock the Employee and Manager apps automatically after a guest submits the feedback form. This way, guests do not gain access to other screens in the apps. Employees must unlock the apps using the Access Code to continue to use.
Keyword

Enter any relevant keywords for the employee. 

Example: Stylist, Massage specialist, Senior therapist. 

Allow Access to Analytics Select this check box if you want the employee to have access to the Analytics module. Usually, you would give this access to managers and owners. 
Allow API Access Select this check box if you want the employee to have API Access. 
Allow Offline Access Select this check box if you want the employee to have Offline Access to the application. 
Allow Prescription Signing Select this check box if the employee is someone with medical knowledge and can sign prescriptions. 
Additional Field 1 Use this field for any additional information you want to record for the employee. 
Additional Field 2 Use this field for any additional information you want to record for the employee. 
Send confirmation email/text to guests for appointments scheduled for this employee   Select this checkbox if you want to send confirmation emails and texts to guests for appointments scheduled for them under this employee's name.  

 

 

Have more questions? Submit a request

Comments