The Staff Accounts page is where you decide who can sign in to KennelBooker and what each of them can do. You can give each member of staff (employee, team member, user) their own login, or set up one shared multi-user login that several people use with a short staff code. The same page also holds your staff members: the people you assign work to, with their services, diary colour and commission, whether or not they have a login.
Where to find Staff Accounts
Click Settings in the main menu, then Staff Accounts in the settings menu on the left. The page has quick links to its sections: Accounts, Login by IP address, Services and commission and To-do items.
Staff Accounts: the two kinds of account
A full account has its own email address and password, its own permissions, and its own name against everything it does. Staff sign in with their email address and password.
A multi-user account is one shared login that several people sign in to. Each person identifies themselves with a short staff code when they do certain things (such as adding or checking out bookings), so you still know who did what. This suits an office computer that stays signed in all day.
How to add a staff account
Go to Settings > Staff Accounts and click Add staff account.
Under Person, enter their First name, Last name and Email address. These three are required. They sign in with this email address, and it's where their invitation and password reset go. Add a Mobile number if they should get text alerts.
Tick Show user in the Time and Attendance dropdown list (allow them to clock in and out) if they clock in and out.
Choose what they're told about under Notifications, what they can reach under What they can access, and which booking types they work with under Booking Types (all described below). A new account starts with everything switched on, so switch off what they don't need.
Click Save. You'll see "Staff member added".
KennelBooker emails the new member of staff an invitation to set their password. In the list of staff accounts, the Active column shows Pending until they've done this, then Yes. While an account is pending, click Resend invite to send the invitation again; you'll see "Invitation sent".
Staff Accounts: editing an account
Click Edit next to a staff account to open it. As well as the settings above, the Person section shows whether the account is Verified and whether it's an Administrator, and has:
Send a password reset: sends them an email to set a new password.
Delete account: they can't sign in any more. Work already recorded against them is kept. KennelBooker asks you to confirm first. An administrator account can't be deleted.
Hide KennelBooker plan details from this person: this only appears on an administrator account. It hides your KennelBooker plan and billing details (the Account Plan Details section on Settings > Main Settings, with your plan, card and receipts) from that person.
The email address of the account owner can't be changed here. The page shows "This is the account owner's address and cannot be changed. Please contact support to have it changed."
Staff Accounts: notifications
The Notifications section (What they are told about) sets the emails and alerts each staff member gets:
Daily summary email: a morning email listing the day ahead, with an option to Include current occupants in it.
General notifications, with one switch each for New online booking, Booking cancelled, Customer updates their details, New online account registered, New waitlist booking, New document uploaded and New sale.
Online payment received.
If you use text messages: New online booking notification, by text and New text message received. Each of these uses an SMS credit every time it's sent.
Click Save in the section to save.
Staff Accounts: what they can access
Anything switched off in What they can access simply doesn't appear for that person:
Settings: everything under Settings. Give it only to people you'd trust to change how the business runs.
Financial reports & Time/Attendance Admin Features: revenue, takings and anything showing what the business earns. Administrator accounts always keep this.
Daily operational reports: occupancy, arrivals and departures.
Accounting integrations: QuickBooks and Xero.
Online payments: the screen for sending payment reminders.
Shop and sales: the point of sale feature, and viewing all sales.
Edit stock levels: editing product stock levels in Settings.
Marketing Feature: sending marketing emails and texts to customers.
Customer list: the full customer list screen.
Customer detail pages: the full customer profile.
Time and Attendance Screen, and Everyone's clockings to see other staff members' hours.
Staff Accounts: booking types
Under Booking Types (Booking types they work with), tick the services whose bookings this person can open, for example only grooming for a groomer who comes in once a week. If they open a booking of a type they don't have, they see "You do not have access to this part of the system - ask your administrator to grant you access via the Staff tab in the settings area."
How to set up a multi-user account with staff codes
Add a staff account as above and save it. This is the shared login everyone signs in with.
Open it again from Settings > Staff Accounts and go to Shared Logins.
Switch on Use this account as a multi-user account. It saves as soon as you switch it on.
Under Staff Code Required for, tick the actions that need a staff code: Add and Confirm Bookings, Checkin Bookings, Checkout Bookings, Checkout bookings that are already paid and Cancel Bookings. Click Save shared login settings.
Under Add or Edit a Person, enter each person's First Name, Last Name and a Staff Code only they know (treat it like a PIN), and click the button to add them.
Only an administrator can add, edit or delete the people on a shared login. To remove someone, click Edit next to their name, then Delete Person. Tick Show deleted people to see people you've removed.
Staff codes only work on multi-user accounts.
Staff Accounts: staff members, services and commission
Staff members are the people you assign work to, for example a groomer or a dog walker. A staff member doesn't need a login. You manage them in the Staff Members section at the bottom of Settings > Staff Accounts.
Click Add Staff Member, or Edit next to an existing one.
Enter their First name and Last name, and tick Show on the time and attendance screen if they clock in and out.
Under Services they work on, tick their services. Only these services offer this person when you assign work.
Under Diary colour, choose the colour their appointments show in.
Under How they are paid, switch on Commission on for a service to pay a share of what the booking earns, then enter the Commission rate. You can include add-on extras, or base the commission on the whole booking cost. For training you can set a flat Training rate instead.
A rate change affects new bookings. Tick Apply to bookings already in the diary to change existing bookings too.
Click Save.
To remove a staff member, open them and click Delete.
Staff Accounts: login by IP address
An administrator can restrict staff so they can only sign in from your own premises. In Login by IP address, set Restrict sign-in to IP Restriction Enabled, then enter your broadband address under Allow this address and click Add address. Administrators can always sign in from anywhere, so you can't lock yourself out. If your internet provider changes your address from time to time, staff can't sign in until you add the new address. Click Remove to take an address off the list.
Staff Accounts: signing everyone out
Sign everyone out, at the top of the staff accounts list, ends every active staff session, including yours. Use it if a phone, tablet or computer has gone missing. Everyone has to sign in again.
Staff Accounts: clearing a staff member's to-do items
Under Clear a staff member's to-do items, choose the Staff member and click Delete their to-do items. This deletes their to-do items from today onwards, which is useful when someone leaves. It can't be undone.
Staff Accounts: frequently asked questions
How do I add a new member of staff to KennelBooker?
To add a staff login, go to Settings > Staff Accounts, click Add staff account, enter their first name, last name and email address, choose their permissions and click Save. KennelBooker emails them an invitation to set their password.
Is there a limit on how many staff accounts I can add?
No. There's no limit on the number of staff accounts in KennelBooker, on any plan. Add a login for everyone who needs one.
Can I hide our KennelBooker plan and billing details from a manager?
Yes, for an administrator account. Open the account in Settings > Staff Accounts and switch on Hide KennelBooker plan details from this person, then click Save. They then don't see the Account Plan Details section (your plan, card and receipts) on Settings > Main Settings.
My staff member didn't get the invitation email
In Settings > Staff Accounts, staff accounts that haven't set a password yet show Pending in the Active column. Click Resend invite beside them, and ask them to check their spam folder. Check the email address is right by clicking Edit.
How do I stop staff seeing prices and takings?
In the staff account's What they can access section in Settings > Staff Accounts, switch off Financial reports & Time/Attendance Admin Features, and switch off Settings, Shop and sales, Online payments and Accounting integrations if they don't need them.
Can I let a groomer see only grooming bookings?
Yes. In their staff account in Settings > Staff Accounts, open Booking Types and tick only grooming. KennelBooker then blocks them from opening other booking types.
Can several staff share one login?
Yes. Make the login a multi-user account: open it in Settings > Staff Accounts, go to Shared Logins and switch on Use this account as a multi-user account. Then add each person with their own staff code, and choose which actions need a code under Staff Code Required for.
Can I add a staff code to a normal staff login?
No. Staff codes in KennelBooker only work on multi-user accounts. A full staff account is already identified by its own email address and password.
What's the difference between a staff account and a staff member?
A staff account in KennelBooker is a login: someone who signs in, with permissions. A staff member is a person you assign work to, with their services, diary colour and commission. A groomer can be a staff member without having a login.
How do I remove someone who has left?
To remove a leaver from KennelBooker, open their staff account in Settings > Staff Accounts and click Delete account. Work already recorded against them is kept. If they were also a staff member, open them under Staff Members and click Delete, and clear their to-do items under Clear a staff member's to-do items.
Can staff reset their own password?
Yes. Staff can use the forgotten password link on the KennelBooker sign-in page, or you can open their staff account in Settings > Staff Accounts and click Send a password reset.
Can I stop staff signing in from home?
Yes, with Login by IP address in Settings > Staff Accounts. Set Restrict sign-in to IP Restriction Enabled and add your premises' broadband address. Staff can then only sign in from there. Administrators can still sign in from anywhere.
How do I set commission for a groomer?
In Settings > Staff Accounts, open the groomer under Staff Members, switch on Commission on under How they are paid, enter the Commission rate and click Save. Tick Apply to bookings already in the diary if existing bookings should use the new rate too.
Staff Accounts: common problems
"Email address already in use"
Each KennelBooker login needs its own email address, and the address you entered is already used by another login. Use a different email address for this person. You'll also see "Please enter a valid email address" if the address isn't valid, and "Please add the users first name" or "Please add the users second/family name" if a name is missing.
My staff member gets "You do not have access to this part of the system"
They opened a booking type that isn't ticked under Booking Types in their staff account. Tick the service in Settings > Staff Accounts, click Save, and ask them to try again.
My staff member gets "You do not have access to view or edit settings"
The Settings permission is off for their staff account. Switch it on under What they can access in Settings > Staff Accounts if they need it.
I can't see the Shared Logins options
The Shared Logins section only appears once the staff account has been saved. Save the new account first, then open it again from Settings > Staff Accounts. Only an administrator can add people and staff codes to a shared login.
My staff are locked out after I turned on Login by IP address
Your premises' broadband address has probably changed, or wasn't added. Sign in as an administrator, go to Settings > Staff Accounts > Login by IP address, and add the current address with Add address, or set Restrict sign-in to IP Restriction Disabled.
I can't change the owner's email address
The account owner's email address can't be changed on the Staff Accounts page. Contact support with the new address you want to use.
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