If a staff member resigns, you should follow the steps below to ensure a smooth transition for your customers and all the users of your Bookeo account.
In this article:
- Step 1 - Set the staff member as not available from a specific date
- Step 2 - Reassign future bookings to other staff members
- When the staff member leaves your company
Step 1 - Set the staff member as not available from a specific date
For example, if your staff member Sally will stop working for you from June 1, 2020, you will have to set her as not available for bookings from June 1, 2020.
1. Go to Settings>Resources
2. Click on the Staff member
3. In the Availability section, create a period of not available for the resource.
Select "this resource is NOT available during the following period". Click on the New period button to create a period of non-availability.
For example, if your staff member Sally will stop working for you from June 1, 2022, set the start of the period on June 1, 2022, and the end on June 1, 2032.
4. Save
Alternately, you can set a time period when the resource is ONLY available and set it to be from a date in the past until the last date the resource will be available for bookings.
Step 2 - Reassign future bookings to other staff members
For service appointments, open schedule tours, and personal lessons, you should reassign upcoming bookings to other staff members
1. Go to Marketing>Reports and generate a report of the staff member's future bookings.
For example, if your staff member Sally will stop working for you from June 1, 2022, generate a report starting from that day, as shown in the screenshot below
2. Go to your Calendar, and click on the date and time for each booking included in the report
3. Reassign the booking to a different staff member, by selecting him/her from the scroll down menu
4. Save
For classes, courses, group tours, and workshops you should assign another staff member to the schedule
You should review your classes/tours/workshop schedules, and assign another guide/teacher to the schedule.
You can view to which classes/tours/workshops a specific staff member is assigned from your calendar.
1. Go to your Calendar
2. In the Navigation section, click on Resources
3. Click on the specific Resource. You will have to check the resource schedule for the upcoming weeks/months.
4. You can then create a new schedule for yourclass/tour/workshop and assign another staff member.
When the staff member leaves your company
For example, if your staff member stops working for you on June 1, 2020, you can hide him/her from your customers and from the other Bookeo users.
You will still be able to see this resource, keep his/her bookings, generate reports and so on.
Hide the resource from your customers
To hide the staff member from your customers:
1. Go to Settings>Resources
2. Click on the Staff member
3. Untick the checkbox in the Enabled section, so that your customers won't be able to select him/her when making a booking.
Hide the resource from the Bookeo users of your account
You can change the permissions of the users of your account so that they won't be able to see the staff member.
1. Go to Settings>Resources
2. Click on the Staff member who resigned
3. In the Permissions section, select that the other users of your account have No access permission for the staff member who left the business
4. Save