🌟 What’s Included in the Staff Dashboard?
Once an employee is added and assigned the “Employee” role, they automatically get access to their own personalized dashboard. From here, they can (depending on their permissions):
- 🔄 View and manage their upcoming bookings
- ⏰ Edit their own working hours
- 📍 Assign themselves to locations and services
- 🗓️ Set days off or partial availability
- 🧾 View and manage their bookings
- 🖼️ Edit Profile
Everything is centralized and intuitive — no need to jump between pages or tabs.
🔔 Upcoming Appointments
At the top of the dashboard, a vignette-style list shows the next bookings scheduled. Each card displays:
- The date and time of the appointment
- The service name
- The client’s full name
This provides quick visibility without needing to open each booking — saving time and avoiding unnecessary clicks.
📅 Minimalist Calendar View
The staff calendar is different from the manager’s full overview. It’s optimized for clarity, speed, and mobile responsiveness:
- Displays only the days with upcoming bookings
- Shows appointments in a compact list under each date
Each entry includes:
- Time
- Client name
- Booking status
No need to load full booking pages just to get basic information — everything essential is visible at a glance.
🔍 Smart Filtering Options
To further streamline navigation, staff can apply filters to quickly find specific bookings:
- By date range
- By appointment status (confirmed, pending, canceled, etc.)
- By payment status (paid, unpaid, pending, refunded)
This smart layout is especially valuable on mobile, making the dashboard intuitive and usable — even during busy days on the go.
🔐 What Employees Can Do (Based on Permissions)
You decide what each staff member can do from their dashboard.
For example:
- A junior employee may only see their own bookings.
- A manager may have the right to edit schedules, update availability, or manage assigned services.
- Only admins can assign or modify permission levels.
👉 Learn more in the Access & Permissions article.
⏰ Real-Time Availability Management
From their dashboard, employees can:
Adjust their schedule
Staff can update their weekly working hours anytime — for example, change Monday from 9 AM–5 PM to 10 AM–4 PM. These changes are immediately reflected on the public booking form.
Set Full-Day Off
Employees can mark any day as completely unavailable (e.g., a public holiday or personal leave). That date will be excluded from booking options.
Set Partial-Day Off
For short breaks or partial unavailability (e.g., unavailable from 1 PM to 3 PM), staff can block specific hours during a working day. This provides precise control over their schedule.
Smart Rescheduling Interface
When rescheduling an appointment, a user-friendly interface appears with:
📅 Date selector — Choose the new appointment day
🌍 Timezone-aware time picker — Hours are automatically adjusted to the client’s timezone
🕒 Time slots — Only valid options are shown based on:
- Employee’s real-time availability
- Service duration and buffer rules
- Assigned location constraints
Everything is updated instantly, and conflicts are automatically avoided.
Buffer Rules Apply
All actions follow the Time Rules & Buffers settings.
This includes:
- Minimum notice before a booking can be edited or canceled
- Buffer times before or after appointments
→ Learn more about buffer logic in the [Time Rules & Buffers Guide]
📩 Automatic Notifications
Once a booking is rescheduled or canceled, the system will send:
- An email to the client
- An email to the employee
Each notification clearly states who performed the change (manager or employee), ensuring transparency and avoiding confusion.
📍 Assign to Locations and Services
Depending on their permission level, employees can :
- Select from existing services
- Assign themselves to specific locations
- Customize their availability per day, per service, and per location
They cannot create new services, but they can manage how and where they’re assigned.
If authorized to manage locations, employees can also:
- Create, edit, or delete locations
- Fill in location details like:
- Professional phone number
- Work address and email
- Description of the place
- Upload an image or logo
🛑 Important: Location contact details are independent from the employee’s personal profile. This ensures that private information (such as personal phone number or email) remains accessible only to managers or admins — never exposed on the booking form.
🧾 Viewing and Managing Bookings
Employees can click on any booking in their dashboard to view key details — all organized into four tabs for clarity:
Quick View
Booking Details:
Service name, date, time, number of people, location
If optional services were added, they can be viewed by clicking the “Options” button (opens a popup).
Customer Info:
Full name, phone number, email, address
Payment
- Status: paid, unpaid, pending
- Payment Method & History
- Notes
Client Notes
- Displays any notes left by the client during booking (e.g., special requests)
Edit or Cancel a Booking
The final tab in the booking sheet allows authorized users to reschedule or cancel the appointment.
🔐 Permission-Based Access
To ensure security and control, only users with the appropriate permission level can perform these actions:
- Employees can edit or cancel a booking only if their role allows it
- Clients can cancel or reschedule if allowed and within time limits
- Managers can always perform these actions — regardless of buffer or timing
Smart Rescheduling Interface
When rescheduling an appointment, a user-friendly interface appears with:
📅 Date selector — Choose the new appointment day
🌍 Timezone-aware time picker — Hours are automatically adjusted to the client’s timezone
🕒 Time slots — Only valid options are shown based on:
- Employee’s real-time availability
- Service duration and buffer rules
- Assigned location constraints
Everything is updated instantly, and conflicts are automatically avoided.
Buffer Rules Apply
All actions follow the Time Rules & Buffers settings.
This includes:
- Minimum notice before a booking can be edited or canceled
- Buffer times before or after appointments
→ Learn more about buffer logic in the Time Rules & Buffers Guide
📩 Automatic Notifications
Once a booking is rescheduled or canceled, the system will send:
- An email to the client
- An email to the employee
Each notification clearly states who performed the change (manager or employee), ensuring transparency and avoiding confusion.
📧 Email Notifications for Employees
VOLIXTA keeps staff members informed — so they never miss a booking.
Employees receive automatic email alerts for key events related to their assigned appointments:
- New booking assigned — includes client name, service, location, date and time
- ✏️ Rescheduled booking — with updated schedule details
- ❌ Cancelled booking — showing client info and original appointment time
🔔 Notifications are sent to both the client and the assigned staff member whenever a change occurs — ensuring everyone stays in sync.
📷 Personal Profile & Contact Info
Each staff member can personalize their profile and keep their details up to date — directly from their own dashboard.
They can:
- Add or change their profile picture
- Write or update their bio or introduction (if allowed)
- Fill in their address (street, city, postal code)
- Define a daily booking limit (to control how many appointments they can take per day)
🔐 Privacy & Visibility
- Email, phone number, and full address are only visible to managers and administrators — never shown to clients.
- If the employee has permission to create or manage locations, they should use a professional phone number and email for those locations — to avoid exposing personal contact details.
💡 These options allow staff to present themselves professionally while protecting their privacy and maintaining clear communication boundaries.
❓ Frequently Asked Questions — Staff Dashboard
Can employees access the WordPress admin?
No. The staff dashboard is fully independent and doesn’t require access to the WordPress backend.
Can employees manage their availability?
Yes, if permitted. They can edit their working hours, block full or partial days, and adjust availability in real time.
Can staff choose which services they offer?
They can assign themselves to existing services (if allowed), but cannot create new ones.
Can employees manage locations?
Only if given permission. In that case, they can create, edit, and delete locations — with dedicated business contact info.
Are personal details visible to clients?
No. Private contact details like phone number or email are only visible to managers and admins.
💬 Need help?
Visit our Help Center or Contact Support for technical assistance.