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, which you give them with an invitation. The directory belongs to one location: if you have several, each has its own list.

On the person's own page, a header shows their picture or initials, name, title and sign-in state, with Permissions and Edit. Below it are their Public profile, Weekly hours as a bar for each day, the services they Perform, the Express booking link, Leaving the team, a Pay card (covered in the staff pay article), This month figures for Booked, Utilisation and Revenue, and their time off. The word Staff, and the words for the people, follow your business type, so a clinic sees practitioners.

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, have their email or phone number at hand. With an email, Zelun sends the invitation. With a phone number, you send the link yourself on WhatsApp or SMS and no credit is charged.
4. Each person with access counts as a bookable person on your plan. If your plan is already full, Zelun tells you and shows the next plan with its price in your currency and a Change plan button. Nothing is created until you change plans.

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, Wage (hourly or a fixed amount) 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. The article on staff pay covers each option.
5. To give them access right away, tick Invite to Zelun too, choose By email or By phone, type the detail and, if you want, a Role. With a phone number, the next screen lets you Share on WhatsApp, Send by SMS or Copy link.
6. Press Add. Zelun opens the person's page so you can finish setting them up.

Set services and hours

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.

Give access to Zelun with an invitation

1. On the person's page, find Access to Zelun and press Invite.
2. Choose By email (type their Email) or By phone (type the number). If they should join with a role's permissions, pick it under Role. It is optional.
3. Press Send invitation. By email, Zelun sends the message. By phone, press Share on WhatsApp, Send by SMS or Copy link, then Done.
4. The invitation lasts 7 days and works once. While it waits, the person shows Invitation pending, and Resend sends a new link that cancels the old one. Revoke cancels it (Invitation revoked). If it runs out unaccepted you see Invitation expired and Invite again.
5. Whoever gets the link creates an account, or signs in with the one they have, on the You're invited to screen for your business, or in the staff mobile app. Once they accept, their card changes to Sign-in on and they get the role you chose. For an email invitation they must sign in with that same email.
6. When that person signs in again later, Zelun takes them straight to their branch's Book, with the pages their role allows. They never see the business sign-up. If a team member does see "This account does not belong to any business", they signed in with a different email than the one you invited: ask them to sign out and sign in with the invited email, or send a new invitation.
7. To take access away later, press Remove access in the same section.

Check what someone can do, or remove them

1. Press Permissions on the person's page, or on their card. As an owner you see six permissions, each with a switch, and choose which branches they apply to; the roles and policies article explains what each one allows. A person needs product access before they can have permissions. The Zelun administrator account sees the full permissions screen instead: on it support sees and changes what they are allowed to do, grouped by Companies and Branches. Under Roles you can tick a role to give its whole bundle of permissions to this person, and under Other policies you can include them in an existing policy. These are the same grants shown in Policies, so an edit in either place shows in the other, and Open in Policies and Open in Roles take you there. A person needs product sign-in before they have permissions. Changes are kept with 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 a coloured circle with their initials, their name and title, whether they have Sign-in on or No sign-in, a summary of their hours (or Branch hours when they have no hours of their own), 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, above the buttons Edit, Permissions and Remove. 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 without checking the location hours. The person follows the location's hours. If they need a different schedule, copy the location hours and edit them before saving.
• Expecting a phone invitation to arrive by itself. Zelun does not send messages to phone numbers. You send the link with Share on WhatsApp or Send by SMS.
• Letting the invitation run out. It lasts 7 days. If it did, press Invite again.
• Accepting with a different email. An email invitation is only accepted by whoever signs in with that email.
• Inviting when the plan is full. Zelun creates neither the person nor the invitation and shows you the next plan.
• 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.
• Inherited hours. A new person with no hours of their own follows the branch's hours. Use Copy branch hours on their profile to save them as their own and edit them. Your own staff record is created at sign-up with your name, the title Owner and the starter services assigned.

When Import data becomes available, you can bring staff in from a file. They start without a Zelun sign-in; invite them later if needed. They do count as bookable people on your plan, and the wizard skips rows above the staff limit. See Move your data from another app to Zelun.

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