Whether you're bringing on new service providers, need to make changes to providers already on your account, or remove a provider, we've made it easy! Here's all you need to know about adding, editing, and removing providers.
💡 Pro tip: When setting folks up on Schedulicity, there are two kinds of limited logins: service provider logins and front desk logins. We recommend using provider and front desk logins as they allow us to track who has booked or edited appointments. While these limited logins will have full access to the appointments, classes, and clients pages on the account, they will be unable to access the account settings, marketing pages, or export the complete client list. Limited logins will also have access to the Schedule Report 📆
Jump to a section in this article:
Add a provider to your account
From Settings, navigate to the "Providers/Instructors" tile
Click on the "add new" button at the top of the page
Add their name, a bio, and notification info (if they'd like to receive emails or text messages when clients book appointments with them)
If you want to create a login for a provider, enter the provider's full name and email address at the bottom of the page under the "User account" header
Select "Save" when finished. If you added a login email, they will be sent an email prompting them to create their own password for the account.
💡 Pro tip: If a provider doesn't receive the password creation email, they can go through the login process and select "forgot password," which will send them a new email!
Now that you've created their basic profile be sure to set up their work schedule, choose which services they offer, and add a profile picture. Keep reading for more info!
Create a login for an existing provider
From Settings, navigate to the "Providers/Instructors" tile
Select the provider
Click "Edit"
At the bottom of the page, under the "User account" header, enter the provider's full name and email address
Select "Save" when finished. Your provider will be sent an email prompting them to create their own password for the account. If they don't receive the email for some reason, they can go to log in and then select "forgot password," which will send them a new email!
They're all set to log in and manage their bookings!
Choose services offered
If you're a service-based business, you'll need to select what services this new provider offers (and if you're a class-based business, skip this and get started on setting up your classes!). Providers need to have services assigned to them to display on your appointment calendar and be bookable, so be sure to add those services!
Check it out:
From within their provider profile, choose the "Services" tab
Select "Edit List"
Select what services they offer, and hit "Update"
💡 Pro tip: If your service prices, durations or cleanup times vary from provider to provider, you can customize them accordingly right within the provider profile! Just take a peek here for more details.
Add a profile picture
Including a profile picture for providers adds a nice personal touch to your Schedulicity business listing! If you are the admin for the account, here's how you can add that picture:
Go to Settings and click on the "Providers/Instructors" tile
Choose the provider whose information you'd like to edit from the list
Click the pencil on the avatar icon
Choose the "Browse" button to select the image from your computer, and then click the "change image" button. We recommend a size of 200 x 200 pixels so that your image does not appear distorted on the client-side
Don't forget to save!
💡 Pro tip: Is your provider not showing up on your business listing? Providers need a profile picture or bio to display in the Staff section of your Schedulicity business listing. These bios and photos can then be viewed by clients while scheduling online!
Add a provider bio
This description will be visible to any clients viewing your business listing and helps to engage clients with your scheduling process while also helping them select a provider for their booking.
Head to Settings and click on the "Providers/Instructors" tile
Then choose the provider whose information you'd like to edit from the list.
You can then update your provider description by selecting the "edit" button in under the Details tab
Reorder providers
Reordering providers will determine how they are listed on the business side of your account and on the client side. Changing the provider order will also be reflected in your daily view of the appointment calendar.
Open Settings and select the "Providers/Instructors" tile
Click and hold on the provider that you'd like to move, and then move it to where you'd like it to be in the list
Once you drop it, the order will be automatically saved!
💡 Pro tip: On this screen, you have the option to have "Any Available Provider" show to clients when they are booking online as well as if you want that option to be at the top or bottom of the list! Just toggle the switch in the top right corner 👍
Remove a provider from your account
If you've had a provider leave your business, you are able to delete that provider just as soon as all of their upcoming appointments are deleted or moved to another provider. We don't want any client appointments to be missed!
Check out the Schedule by Provider/Instructor and Estimated Revenue reports if you're hoping to save some data on that provider before removing them from the account. You can also export these reports to Excel if needed since once the provider is deleted, these reports will no longer include the provider. Not to worry though, the Agenda View report will still contain that provider should you need any information about them in the future. 👍
To delete a provider:
From Settings, click on the "Providers/Instructors" tile
Select the provider from the list
Click the "delete" on the Details tab.
You'll see a confirmation message. Select "Yes" to delete the provider
💡 Pro tip: If you receive an error message letting you know that the provider has future appointments on the calendar, please check out the Schedule report for that provider. This report can help you track down any sneaky lingering appointments or classes that the provider was assigned to! Once those have been canceled or moved to a different provider, you'll be all set to get the provider completely deleted. And, of course, if you need a hand tracking down any remaining appointments, please don't hesitate to reach out to our friendly Support Rockstars at support@schedulicity.com
What's Next?
If you need a hand setting up your provider's availability, take a peek here.
Check out our video tutorials for more info on managing providers within your account!
See what your clients see when booking online.