How to manage Employee Records
The employee record holds information about each employee, including which security profile and pricing level has been assigned.
General Tab
Employee ID
The name that will come up on reports and client ticket information.
First Name / Middle Name /Last Name
Employee's name. This is what will display on the calendar and also for online booking.
Employee's email address. This will be used for login identification.
Home Phone / Mobile phone
Employee's phone contact information.
Send SMS
Select this button to open a screen that will allow you to send an SMS text message to the employee.
Important Note: You must be signed up for the Two-Way SMS feature in order to utilize the SMS text messaging.
Address/ City/ State/ Postal
Employee's general address information.
Gender
Employee's gender
Create Client Record
The Create Client Record button under an employee profile allows employees to have client profiles created for them to use services at your business. A mirror record will be created for the employee on the Client List. This feature makes employee purchase history, formulas, and more accessible in Envision and still connected to their employee status allowing them to get employee pricing. Note that a Client Record manually created for an employee will not be recognized by the system as an Employee’s Client Record. It must be created via the Create Client Record button. Note that deleting and purging Client Records of employees will not affect the employee record – only the counterpart Client Record for that employee. When either the client or employee record has an updated name, phone number, address, or email, both records auto-update with the most current demographic information.
General Sub-Tab
Location
If you have a multiple location account, this will assign the employee to their "home" location.
Department
The "Department" drop-down allows you to place your employees into separate departments for scheduling and reporting reasons. If you have Stylists, Nail Techs, Estheticians, and Massage Therapists, you can place each of these types of employees into separate departments. The department title will also display under the employee's name on the calendar.
Type
You may create or select an Employee Type if your Employee Departments have different types of employees under each department. You may also use this for categorizing your employee. An example of an Employee Type would be Hair Color Specialist, or you may use the Type to specify which level the employee is. It is not necessary to enter an Employee Type.
Goal Plan
Select the employee's goal plan from the selection box. Goals must first be created in the Goal Plan list.
Performance Plan *Ultimate*
Will display which current performance plan the employee is assigned to and will be updated live on the Performance Monitor Dashboard. You can create different Performance Plans in the Performance Plan tab.
Welcome Screen
Select the welcome screen you wish this employee to open when they log in. The Use Company Default selection is chosen in the company settings.
Price Level
The "Service Price Level" is the level associated with the price levels you set up for services. This is the price level that your employee will charge their clients. If you do not have different price levels based on experience, the "Service Price Level" should be set to "Level 1".
Birthday
Enter the employee's birthdate.
Start Date
Enter the employee's start date at your company.
Termination Date
Enter the employee's termination date at your company.
Stored Employee Signature
Check this box to enter a signature for this employee. This will allow them to use this signature when filling out treatment records, instead of needing to sign each manually.
Login Sub-Tab
Login Username
Enter the login email address for the employee. This can be the same as the email address entered above, but cannot be the same as any other user's email address.
Password
Employee's password. Passwords are required to be at least 8 characters long and no more than 16 characters. Passwords must also contain at least 3 of the following: 1 uppercase letter, 1 lowercase letter, 1 number, and/or 1 of the following special characters: ` ~ ! @ # $ % ^ & * ( ) _ + - = { } | [ ] \ : " ; ' < >. This will be used for login authentication.
Security Sub-Tab
Security Profile
Will display which current security profile the employee is assigned to. This option may not be available for editing, depending on your security settings.
Remote Security Profile
You can select which security profile this employee has access to when not at the business's physical location.
Commission Sub-Tab
Commission Plan
Select a commission plan that has been created in the Commission Plans list. The commission plan is where the commission percent and settings are stored for the commission plan that the selected employee will be under.
Hourly Wage
Enter an hourly wage if the employee has an hourly dollar amount they earn. This can be calculated with payroll and is based on the time between clocking in and clocking out.
Pay Greater of Wages or Commission
Select this box if you wish the program to determine employee pay based on hourly wage versus the commission plan earnings. Selecting this option will designate to pay whichever amount is greater.
Bio Sub-Tab
Employee Bio
Enter a professional biography for the employee.