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 since it will 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 some reports in the Reports section: Schedule, Schedule by Provider/Instructors, Agenda View, and Cancellation 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 from the top right-hand corner
Here you can add their name, a nice bio, and notification info
If you want to create a limited login for them so they can access the account, under the "User account" header, enter the provider's full name and email address
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. If they don't receive the email for some reason, they can log in and then 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
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 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. Providers do 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 "Change" next to Services Offered
Select what services they offer, and hit Save when you're done
💡 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 "change image"
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
Select "change image" again to confirm
💡 Pro tip: Is your provider not showing up on your business listing? Providers need either 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 the upper right hand corner of the screen.
Reorder providers
Reordering providers will determine how they are listed on the business side of your account as well as 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: You also will have the option here 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!
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 appointment 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" button at the top of the profile page. You'll see a confirmation message if removing the provider changes your monthly cost.
If you're pretty sure you've removed all of the provider's upcoming appointments, but you get an error, 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 removed, you should be good to go to get the provider completely deleted.
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.