Providers (your team)

Your team lives under Providers in the sidebar. KlevaBook calls anyone who takes appointments a “provider”. You’ll also see “specialist” and “tech” in places. They mean the same thing.

Add a person

1. Open Providers.
2. At the bottom of the table, type the name in New provider name.
3. Pick a tier if you use them (see below), or leave No tier.
4. Tick Staff, not bookable only for office staff who should never take appointments.
5. Press Add provider.

Then click the new row to open their profile and fill in the rest.

The profile

Click anyone in the table. On the right (or in a pop-up on a phone) you’ll see two tabs: Profile and Services & pricing.

On Profile:

• Photo: click the round picture to upload a portrait.
• Name, title (for example “Top Pedicure Artist”) and bio. Click a field to edit it. The title and bio show to clients under “Our team” on your booking page.
• Mobile: their phone number.
• Clients a day and Lunch: used to place their lunch in the day.
• Calendar color: the color of their appointments when the calendar colors by provider.
• Tech tier: see below.
• Calendar tab: which calendar tab they appear under.
• Working hours and Time off: see the hours and time off guide.

Who clients can book online

Three switches near the bottom of the profile:

• Active: off means the person disappears from the calendar and from every booking screen.
• Online booking: off means “desk only”. The front desk can still book them, but your public page never offers them. The table shows a Desk only badge.
• Staff, not bookable: for office staff. They keep hours, time off and a calendar column but can’t be booked at all, not online and not by the front desk. The table shows Not bookable. These people have no Services & pricing tab.

Which services they do, and what they charge

Open the Services & pricing tab. Every service is listed by category.

• Click the switch on a row to say whether this person does that service (“Offered” or “Not offered”).
• Click the price or the time on a row to give this person their own price or length for that service. Click the small reset button to go back to the tier’s default.
• The small extra numbers add set-up or clean-up time before or after the service for this person.
• Use from a date… to schedule a price change (see the Services and prices guide).

Tiers. A tier is a group of people who charge the same, such as Junior and Senior. Each tier has a default price and time for every service. If you put a person in a tier, they get those prices without any typing. If someone has No tier, you set a time and a price on each service they do. Changing someone’s tier re-prices every service where they have no price of their own.

Add, rename or delete tiers under Services › Grid & tiers.

Calendar tabs

At the bottom of the Providers page, Calendar tabs lets you group people (for example Pedicure) so the calendar shows one group at a time. Add a tab, give each provider a tab in their profile, and reorder with the arrows. Deleting a tab doesn’t delete anyone. They go back to “No tab” and always show.

Turning someone off, or removing them

• To stop someone taking bookings but keep their history, switch Active off. This is what you want when someone leaves.
• Remove provider (at the bottom of the profile) deletes them along with their hours, time off and service settings. It does not work for anyone who has appointments on record. KlevaBook tells you to switch them to Inactive instead.