This article explains how to set up Staff in Auxo. You can add as many users (Staff members) as you like to your Auxo system setup, however the number of users that can log in to your Auxo system at any given time is restricted to the number of Seats you have in your subscription.
If you need to add more seats, for staff to log in, please see the Adding User Licenses (Seats) article under Subscription Management
Adding Staff
On the left hand Side-Menu select Settings ā Staff to open the Staff List
Click the New Staff button
This will open the following Add Staff screen
Fill in the requested fields
First name, last name and role are mandatory fields
The can be allocated to jobs toggle should be switched on for technicians or anyone a job may be allocated to
When you're done, click Create
See the User Security / Roles & Permissions article for more detail on Roles
Setting Up Additional Details for Technicians
For Staff Members with the "can be allocated to jobs" toggle enabled, you have access to additional steps after creating the staff member as shown below:
Technician Start Date
The technician start and end date will determine the first and last dates the technician will be available to allocate jobs to. Their availability will impact the reporting and scheduling features in Auxo Workshop, such as tracking available capacity on any given day in the diary.
Labour Hourly Cost
This hourly cost price should reflect the actual cost to your business for each hour of a technicianās time (not the rate charged to customers). Auxo Workshop uses this cost to calculate your profitability and margins. Accurate cost data is essential for the Job Margin features in Auxo Workshop to function correctly.
š”Hot Tip - Niki from Herbert Morton Accountants has offered the following advice for calculating an appropriate labour cost: āa good, simple method to approximate a meaningful cost is to take your average hourly wage for your technicians and add 20%ā. The 20% takes into account the additional costs of staffing such annual leave etc."
Working Hours
In this section, you can select the days this technician works and set their start and end times for each day. This information helps Auxo Workshop understand each technicianās availability, which is reflected in the diary and affects your availability when customers make online bookings.
Leave
In this section, you can record any leave or events that make the technician unavailable at certain times or days in advance. This information will be reflected in their availability within Auxo for jobs and bookings.
Creating a New Leave Entry:
Click the New Leave button, and the following form will display
On the New Leave form, enter a reason for the leave.
Use the All day toggle to specify if it is an all-day absence (otherwise, a part-day absence is inferred).
Enter the start and end dates for the leave.
If it is a part-day absence, specify the start and end times.
Setting Up Recurring Events:
Click the button labeled Donāt Repeat to change this to repeat daily, weekly, or monthly.
This is useful for entering regular events that impact the technicianās availability, such as lunch breaks or staff meetings.