Create, edit, assign, and deactivate staff members

Create, edit, assign, and deactivate staff members

This is where you manage your team: who works for you, what tasks they handle, when they're available, what they earn, and whether they're allowed to log in to the dashboard. You'll find this page in the menu under Team → Staff (/manager/staff). It applies to the location selected at the top of the dashboard.

Important note: Without an assigned role, no one can book this person. Without work hours, Terminz won't offer any time slots for them.

The page has two tabs: Staff (the list) and Assignment (also accessible via /manager/staff?tab=assignment). Next to the title, a small help section (“Staff and their services”) explains in four steps how this all works.

Tab “Staff”

At the top are three numbers: “Total”, “Active”, and “Positions”. Below that is the list with the columns Staff member (Name, the “Owner” flag for owners, “Active” or “Inactive”, and email), Phone, Positions, and Experience (in “Y.”, i.e., years).

• You can search and filter by status (active or inactive). You can sort by first name, last name, email, experience, and creation date; the default sort is by creation date, with the most recent entries first.
• Tapping a row opens Edit staff.
• The row menu offers Edit, Permissions (only if you're authorized to assign permissions), Disable, and, for a deactivated person, Activate.
• In the top-right corner, Add staff creates a new person.

At the top of the page is the card “Do you want to take appointments yourself?”. With Enable as service provider, you become bookable (“You are now bookable”) and appear in the list and during the booking process. After that, the card “You take appointments yourself” displays the indicator “Bookable” and, where something is still missing, the paths Assign services and Set up weekly schedule (“No weekly schedule yet”). Turn off makes you unavailable for booking again; existing appointments remain, and you must cancel or reschedule future ones in advance.

Create an Staff member

1. Tap Add staff. “New staff” opens. The fields are divided into five sections: Person, Position, Compensation, Benefits, and Times, plus the card “Status & access”. On a mobile device, Personal, Position, Compensation, and Access are located under “More”.
2. Person:
   • Change photo (“Upload photo” the first time; use “Remove” to hide it again): “Max. 5 MB, JPG, PNG or GIF”.
   • Business: Only visible if you can choose from multiple locations.
   • First name and Last name: Required, at least 2 characters.
   • Email: Optional. “Without an email address, the person can only work at the terminal.” You need these for dashboard access.
   • Phone, Date of birth, Address.
   • Gender: Male, Female, Non-binary, Genderqueer, or Not Specified.
3. Role:
   • Existing positions (optional): Positions that already exist in your organization—one or more.
   • Position / title (optional): New titles such as “Assistant,” “Specialist,” or “Manager.” Press Enter after each entry.
   • Years of experience: From 0 to 50.
   • Notes: Free text, such as “Special skills or notes.”
4. Services: Here you select what the person offers. There is a search function (“Search service …”), the buttons “All” and “None”, and a display that reads “x of y activated.” The services are grouped by category. A new person is initially approved for all services. On the mobile app, this is indicated as “All y services” with Adjust.
5. Hours: Working hours for each day of the week using From, To, and optionally Break (“+ Break”; use “Remove break” to clear). A day off shows “Not available”; if a day becomes a workday, it's set to 9:00 AM to 5:00 PM. The presets “Mon-Fri 9-17h” and “Mon-Sat 10-18h” fill in the week with a single tap; “Reset” clears it. On your phone, you can expand the days of the week with Adjust days and collapse them again with “Collapse”.
6. Status & access:
   • Staff active: “Activation enables appointment bookings”.
   • System access: “Access to staff dashboard”. If no email is provided, it displays “An email address is needed for dashboard access”.
   • Send password setup email: when creating an account. The person receives a link and sets their own password. The button only works if the person is active, has system access, and an email address is entered.
7. The bar at the bottom displays “Still missing: …” as long as required fields are missing. Then Create (Cancel is discarded). After that, a confirmation message with the name appears.

You can enter Pay right when you create the person, and it is saved with them. If you lack the permission “View Paystubs”, the person is still created and a message says the pay was not saved. Add it later with Edit.

Compensation

In section “Pay”, choose one of three options:

• Not recorded: Hours continue to be tracked and derived from the calendar. However, no amount is displayed: The cost overview shows “—” instead of €0.00, and the payroll report will be rejected until you enter an amount.
• Hourly: Field Hourly rate in euros, paid for each recorded hour of attendance. If the rate is below the statutory minimum wage, Terminz will issue a warning; this is permitted for apprentices and interns.
• Fixed salary: Field Monthly salary in euros, a fixed monthly amount, regardless of the number of hours.

There is also Overtime rate (optional); if left blank, the surcharge from the time tracking settings applies. The Personnel number appears in every DATEV line. Without it, your tax advisor cannot assign the payroll data.

The compensation is applied when you save the person's record, but only if you've made changes to it. Simply changing a name does not trigger any action. To do this, you need the “View Payroll Statements” permission.

Editing, Permissions, and Access

Edit opens the same form under “Edit staff”, pre-filled with the previous values. Saving applies the changes. For a person with system access, you'll find Reset password there with the Send email button; the person will then receive a link to reset their access.

Permissions in the row menu opens a dialog where you can enable individual functions. You can search for a permission (“Search permission”), select a template (“Choose a template or pick permissions manually”), or check boxes individually, organized by category. A preview shows “What does … see?”, i.e., how many pages the person will be able to view with this permission. Save with Save changes; if you close the dialog before saving, Terminz will ask “Discard changes?”. A permission does not change the role: The person remains a staff member and is simply granted additional individual functions. Owners have access to everything anyway.

Deactivate and Reactivate

If someone no longer works for you, don't delete them—just deactivate them. Disable in the row menu opens “Deactivate …”, asking when and for what purpose:

• Effective from: now or a future date.
• What it covers: at least one area; otherwise, “Select at least one scope.” appears. The options are “Bookings” (no more new appointments with this person), “System login” (no more logins), “Email notifications” (no more system or ticket emails), and “Ticket assignments”.
• Reason: Free text, optional.

If appointments have already been booked for this person in the future, Terminz displays “Existing future appointments” with the number and the first date. If you confirm with Continue and unassign, you release these appointments; they are marked with a red border so you can assign them to another person. If you only want to prevent new bookings, leave “System login” blank, and the appointments remain with the person.

If the date is in the future, “Deactivation scheduled” appears after it and “Deactivates on …” in the list; otherwise, “Staff deactivated” and “Inactive since …”. Activate for an inactive person opens “Reactivate …” with the same fields Effective from, What it covers, and Reason; the result is called “Staff reactivated” or “Reactivation scheduled”.

Tab “Assignment”

Here you can specify which staff members are responsible for which tasks without having to open each person's profile individually. The staff members are listed on the left, and the tasks on the right. The card “Bookable” shows how many tasks each person is already handling. Use “All” and “Open” to switch between all tasks and those that are still unassigned.

• On the computer, drag a benefit onto a staff member or select the staff member and tap the benefits (“Authorize”, then “Authorized”).
• On your phone, tap a staff member, then tap the benefits. Use “Change staff” to switch to a different person.
• Changes aren't saved until you tap Save in the bar at the bottom. After that, it will say, for example, “2 changes saved.”

Frequently Asked Questions

How can I manage a staff member without dashboard access? Leave the email field blank or turn off System access. The person will then only work at the terminal.

Why can't a staff member see appointments in the dashboard? Check whether Staff active and System access are enabled and an email address is entered.

Why can't anyone book this person? Usually, a service is missing (Services section or “Assignment” tab) or their work hours are missing (Times section).

How do I remove someone from the team? In the row menu, select Disable, specifying the date and sections. The person can be added back later using Activate.