System Settings
Managing Your Staff Members
All PlansCloudBridal allows you to manage your entire staff team, control access permissions, track sales performance, and monitor work hours. The Staff Members & Roles section is where you configure these settings.
Contents
- Setting Up Staff Members
- Staff Roles and Permissions
- Staff Scheduling
- Time Tracking
- Sales Performance and Bonuses
- Best Practices
Setting Up Staff Members
Add all staff members who work at your store, even if they won't have their own CloudBridal account. This ensures accurate appointment scheduling, time tracking, and sales attribution.
Adding a Staff Member
Click the New Staff Member button and configure these fields:
- Name: The staff member's full name
- Email Address: Used for account login and notifications
- Staff Type: Categorize as Sales, Alterations, Management, or Other
- Wage per Hour: Set hourly wage for payroll calculations
- Role: Assign permissions (Admin, Manager, Sales Associate, etc.)
- Time Tracker PIN Code: 4-digit code for clock-in/out security
- Staff Categories: Enable appropriate designations
- Sales Associate: For customer assignment and sales tracking
- Seamstress: For alteration assignments and work orders
- Management: For administrative tasks
Managing Existing Staff
The staff members table shows all active staff with options to:
- Edit Details: Click the pencil icon to modify information
- Invite to CloudBridal: Send account creation emails
- View Activity: See sales performance and time records
- View/Set Schedule: Manage working hours and availability
Inactive Staff Members
When staff leave your business:
- Edit their record and toggle "Inactive" to "Yes"
- Set "Login Suspended" to "Yes" if they had a CloudBridal account
Inactive staff remain in your system for historical records but won't appear in dropdown menus or reports. Toggle "Display Inactive" in the staff table to view them.
Staff Roles and Permissions
Core Plan Ultimate PlanRole-based permissions control what each staff member can access in CloudBridal.
Default Roles
- Admin: Full system access (cannot be modified)
- Manager: Can manage most functions but limited settings access
- Sales Associate: Can manage customers, appointments, and orders
- Alterations: Can access work orders and customer measurements
Creating Custom Roles
- Click New Role in the Roles section
- Provide a descriptive name (e.g., "Assistant Manager", "Part-Time Staff")
- Configure permissions for each system area:
- View: Can see but not change information
- Manage: Can create and edit information
- Delete: Can remove information
Consider each staff member's job responsibilities and set permissions accordingly. Use the minimum necessary permissions for security.
Staff Scheduling
Core Plan Ultimate PlanCloudBridal includes a comprehensive staff scheduling system:
Regular Hours
- Navigate to Staff Schedule
- Click on a staff member's row to set their regular weekly schedule
- Configure working days and hours, including breaks
- Set weekly pattern to automatically repeat
Special Schedules
For one-time adjustments (vacation, special events):
- Click on the specific date in the schedule
- Add a break or day off
- Set the reason and duration
- Save the exception
Schedule Visibility
Staff schedules affect several system functions:
- Appointment Availability: Only allows booking when staff are scheduled
- Time Tracking: Compares actual hours to scheduled hours
- Dashboard Alerts: Shows scheduling gaps and coverage issues
Time Tracking
Core Plan Ultimate PlanTrack staff work hours for payroll and performance management:
Clock In/Out Methods
Staff can record their time in two ways:
- Staff Portal: Individual login and PIN code
- Time Tracking Kiosk: Shared device with PIN verification
Time Reports
Generate detailed time reports by:
- Navigating to Reports
- Selecting "Staff Time Reports"
- Choosing the date range and staff members
- Setting additional filters as needed
Reports include hours worked, breaks taken, wage calculations, and scheduled vs. actual time comparisons.
Sales Performance and Bonuses
Track sales associate performance and calculate commission bonuses:
Performance Metrics
Staff sales performance is tracked automatically:
- Orders created and their value
- Conversion rate (appointments to sales)
- Average order value
- Customer retention and follow-up
Bonus Configuration
Configure the bonus calculation system:
- Minimum Bonus Ratio: The minimum sales-to-appointment ratio required (e.g., 0.2 = 20%)
- Bonus per Item Sold: The amount earned for each qualifying sale
The bonus formula is: (Total Sales - (Total Appointments × Minimum Bonus Ratio)) × Bonus Per Item Sold
Custom Reporting
For stores with different commission structures, use the Reports tool to export raw data for your calculations.
Best Practices
- Accurate Roles: Assign permissions that match actual job responsibilities
- Regular Updates: Keep staff information current, especially for scheduling
- Proper Off-boarding: Mark departing staff as inactive rather than deleting them
- Training: Ensure staff understand how to use the time tracking system
- Performance Reviews: Use the sales reports for coaching and evaluation