CloudBridal
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System Settings

Managing Your Staff Members

All Plans

CloudBridal 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

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:

  1. Edit their record and toggle "Inactive" to "Yes"
  2. 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 Plan

Role-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

  1. Click New Role in the Roles section
  2. Provide a descriptive name (e.g., "Assistant Manager", "Part-Time Staff")
  3. 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 Plan

CloudBridal includes a comprehensive staff scheduling system:

Regular Hours

  1. Navigate to Staff Schedule
  2. Click on a staff member's row to set their regular weekly schedule
  3. Configure working days and hours, including breaks
  4. Set weekly pattern to automatically repeat

Special Schedules

For one-time adjustments (vacation, special events):

  1. Click on the specific date in the schedule
  2. Add a break or day off
  3. Set the reason and duration
  4. 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 Plan

Track staff work hours for payroll and performance management:

Clock In/Out Methods

Staff can record their time in two ways:

  1. Staff Portal: Individual login and PIN code
  2. Time Tracking Kiosk: Shared device with PIN verification

Time Reports

Generate detailed time reports by:

  1. Navigating to Reports
  2. Selecting "Staff Time Reports"
  3. Choosing the date range and staff members
  4. 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
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Appointment Settings