Add staff and manage their hours, services and departure

The staff directory is the list of people who work at one of your locations. Every appointment is assigned to one of them, so you need at least one person in the list, even if it is only you.

For each person you keep their name and title, the services they can perform, their weekly working hours, and, if you want, a public profile and a sign-in so they can use Zelun themselves. The directory belongs to one location: if you have several, each has its own list.

The Staff screen is for the shop owner. A team member who signs in without being an owner does not get the management screens. They see their own Schedule instead.

1. Your services need to exist already. The staff screen only lets you tick services that are in your catalog. If it says there are no services yet, add them first.
2. Know which days and hours each person works.
3. If a team member should sign in to Zelun themselves, they need a sign-in account first. You then enter the identifier of that account, called the Clerk user id. Zelun does not send them an invitation.

Add a person

1. Open Staff and pick the location. The screen is called Staff at followed by the location name.
2. Press Hire.
3. Fill in Name and Title. Both are required.
4. Under How they're paid, choose Commission, Hourly wage or Booth renter and fill in the rate. The screen explains in a sentence what that means for their pay due. You can change it later.
5. Press Add. Zelun opens the person's page so you can finish setting them up.

Set services, hours and sign-in

1. On the person's page, press Edit. In the window Edit followed by their name, change Name and Title, and tick the services under Performs. A person can only be booked for services ticked here. Press Save changes.
2. Under Weekly hours, press Edit hours. In Weekly hours for their name, tick each day they work and set the start and end time. Leave a day unticked for no working window that day (it shows as Off). If you untick every day, the screen says their hours stay unrestricted. Press Save hours.
3. To let them sign in, type their Clerk user id and tick Product sign-in on the page. Zelun will not let you turn sign-in on without the id. Press Save.

Check what someone can do, or remove them

1. Press Permissions on the person's page to see and change what they are allowed to do, grouped by Companies and Branches. These are the same grants shown in Policies, so you can edit them in either place, and Open in Policies takes you there. A person needs product sign-in before they have permissions. Press Save permissions.
2. Press Remove to take someone off a location. The window says that future bookings with them are not cancelled automatically, so you need to reassign those clients or contact them, and that past appointments and pay history stay on record. Press Remove from the location to confirm. If they still have appointments, plan their departure from their page instead (see When someone leaves).
3. To change how they are paid, use Edit pay on the Pay card of the person's page. Changes apply from the next pay run, and past pay runs keep the rate they used.

Fill in the public profile

1. In the Public profile section, write a Bio (up to 600 characters), their Specialties (separated by commas, up to 8) and their Instagram handle.
2. Use Upload photo to add a picture, or Remove photo to take it away.
3. Tick Show on public booking to show the profile to your clients. Only an owner can turn this on or off.
4. Press Save profile.

Read the staff list

Each person's card shows their title, whether they have Sign-in on or No sign-in, a summary of their hours (or No hours set), how many appointments they have this week and how full their week is, and the services they perform. A pending or approved time off in the next two weeks appears at the bottom of the card. The line under the page title counts your people, how many work today and how many requests are waiting for a decision.

Share a personal booking link

On a person's card, press Copy booking link or Share on WhatsApp. The link takes your client to the booking page already set to book with that person at this location.

When someone leaves

1. Open the person's page and find Leaving the team.
2. Choose the Last working day. The screen shows how many upcoming appointments are affected and warns you if nobody else covers one of their services. They can be booked through the end of that day.
3. Press Schedule departure. If you leave the date empty, the button reads Leaves now.
4. Press Plan their appointments. Nothing moves until you apply the plan. Press Build or refresh the plan to see each appointment grouped as Ready, Review, Needs a decision, Needs attention or Done.
5. For each appointment, press Accept, choose who takes over, press Cancel visit, or press Leave for later. Accept all ready accepts every appointment in the Ready group at once and Undo reverses a choice.
6. Press Apply plan. The screen tells you how many clients will be told.
7. Before the last day arrives you can press Cancel departure to keep the person.

When a change to hours or services leaves booked visits

1. If you save new hours or remove a service for a person, or edit the location's weekly hours, and booked visits no longer fit, a warning shows how many visits and which services. It never stops you from saving.
2. For a person, press Review reassignment to open their plan, decide who takes each visit and press Apply plan. Clients are told about every change. For location hours there is no single plan, so open each affected person's page and review theirs.
3. Visits freed this way are offered to the waitlist, favorites first, and clients moved away from their favorite are offered that favorite's openings.

Remove a person completely

Press Delete on their page and confirm Delete this staff member?

• Your clients can only book a person for the services you ticked, and only during that person's weekly hours.
• If you turned on Show on public booking, the person's bio, specialties, Instagram handle and photo appear on the step of the booking page where the client chooses who they book with. Without it, the person can still be booked but has no profile there.
• A client who opens a personal booking link starts with that person already chosen.
• When you apply a departure plan, clients whose appointments are moved or cancelled are told. If a client had chosen the person who left, they get a link to keep the new arrangement or change it. Appointments with no client contact cannot be told, and the screen says how many those are.

• Forgetting to tick services. A person with No services assigned cannot be booked for anything.
• Leaving hours empty and expecting a schedule. The card shows No hours set. Set the days and times for each person.
• Turning on sign-in without the id. Zelun refuses with "Sign-in requires a Clerk user id". Enter the id first.
• Expecting an invitation email. Zelun does not send one. The person must already have a sign-in account.
• Expecting the profile to show on its own. It stays hidden until an owner ticks Show on public booking, and a team member cannot tick it for themselves.
• Deleting someone who is leaving. Use Leaving the team instead, so you can decide what happens to their upcoming appointments.
• Expecting appointments to move on their own. Setting a departure moves nothing. You have to apply the plan.
• A deposit on an appointment. The plan cannot cancel an appointment that holds a deposit. Cancel it from the appointment itself so the deposit is settled.

Roles and policies, and staff time off, are described in their own articles.