⏱ Estimated time: 5–10 minutes
👤 Role: Admin / Management / Operations

What you'll learn

• How to create a new staff profile in EMS

• How to configure rolling rota patterns and RSI safety limits

• How to assign treatment skills and capabilities to a staff member

When should I use this?

This guide should be used whenever a new employee joins the team or when a staff member requires a profile for the first time to be scheduled in the diary.

• Key Logic: A staff member cannot be booked for treatments until they have Working Hours assigned to their schedule and Skills assigned to their profile.

Before you start

Before creating a new staff member, confirm:

• The staff member’s official start date.

• Their contracted hours and rolling rota pattern (e.g. is it a fixed weekly rota or a 2-weekly rolling pattern?).

• The list of treatments they are qualified to perform.

• Their daily RSI (Repetitive Strain Injury) point limit if your site uses this safety feature.

Step-by-step: Creating a Staff Member

1. Open the Administration panel

Click Settings in the navigation menu to open the Administration area.

2. Navigate to Staff

Under the Resources section, select Staff from the available options.

3. Add a new Staff Member

Click + Add New in the top right corner of the screen.

4. Enter Profile Details

• Enter the First Name and Last Name.

• Display Name: Enter how the name should appear on the diary grid and customer-facing documents.

• Site: Select the site they belong to. If they work across multiple properties, select all applicable sites.

5. Save and Access Site Settings

Click Save. Once the page refreshes, click on the Sites tab at the top of the screen to configure site-specific details.

6. Configure Employment and RSI Limits

• Start Date: Amend the start date if it differs from the current date.

• Online Bookable: Toggle this to "Yes" if you want this staff member's availability to be available for online bookings.

• Commission: Select the relevant commission structure if applicable.

• RSI Limits: Enter the Points per day (maximum load).

• Max Consecutive: If required, set the maximum consecutive points allowed before a mandatory rest period is triggered.

7. Set the Rota Pattern

Navigate to the Schedules section. Schedules are rolling and will continue indefinitely until an end date is manually set.

• Rota Pattern: If the staff member works the same hours every week, keep this as 1 week.

• Rolling Rota: If they have a 2-weekly rolling rota, enter 2 weeks.

• Rota Start Date: Ensure this aligns with the staff member’s start date.

8. Build the Schedule (Shifts)

Click into a day of the week to enter the rota'd hours:

• Shift Type: Select Working Hours and enter the Start and End time.

• Breaks/Blocks: To add a lunch break or internal meeting, click into the same day again, set the Shift Type to Internal, select the block type, and enter the times.

9. Save the Schedule

Click Save to confirm the schedule pattern.

10. Assign Staff Skills

Select the Skills tab at the top of the screen. You will see a list of categorised experiences.

• Bulk Assign: Select an entire Category checkbox to allow the staff member to perform all treatments in that group.

• Specific Selection: Expand a category to select or unselect individual experiences based on the staff member's qualifications.

11. Finalise

Click Save to confirm all changes. The staff member is now created and will appear on the diary grid from their start date.

Best practice

• Display Names: Keep display names consistent (e.g. "First Name + Initial") to ensure the diary remains tidy.

• RSI Monitoring: Regularly review RSI limits to ensure staff wellbeing and prevent burnout.

• Skill Accuracy: Only assign skills for which the staff member has completed training to ensure guest satisfaction and safety.