Invite and onboard new staff members to your team through the Yoplanning interface for seamless collaboration.
Define the roles you want to assign to each member of your team.
Assign specific roles and determine access rights for each staff member to ensure secure and efficient management.
Organize and sort your staff members according to different criteria for better visibility and management.
Add and manage tags representing each team member's skills for optimal task assignment.
Integrate new tasks or sessions into the schedule quickly and easily.
Assign specific activities or tasks to staff members based on their availability and skill.
Make fee payments to your team easily via SEPA transfer.
Define and configure fee rates for each staff member according to established criteria.
Produce detailed records for each fee payment to keep a clear record of transactions.
Extract and save staff financial schedules, including fee and salary details.
Follow the steps to efficiently synchronize your Yoplanning schedule with Google Calendar, for real-time access and updates.
Remove a member of your team from the Yoplanning platform, explanations of the consequences
Receive notifications before the start of each session or activity to always stay up to date.
Remove unnecessary labels or tags from the schedule to maintain a clean and organized interface.
Inviting staff is essential to grow and manage your team on Yoplanning. The term “staff” refers to any member who participates in your organization, whether they are managers, secretaries, accountants or other roles. This feature facilitates collaboration, because each member has their own schedule and specific rights in your team.
Access the dashboard: Log in to your Yoplanning.pro account.
Navigate to the menu: In the left menu, click on "Administration" then on "Staff".
Start the invitation: Click on “Invite staff”.
Enter information: Provide one or more email addresses to send invitations.
Confirm: Once the invitations have been sent, the new staff will appear in your schedule. You can check the staff list to see who accepted the invitation.
Assign a role: Make sure to define a role for each staff you invite. For more details, see the dedicated article.
Manage visibility: You can activate or deactivate the presence of staff on the schedule. For example, an accountant might not need to appear on the schedule.
Advice and best practices:
Encourage members to complete their personal information once logged in. This ensures that each profile is up to date.
Use the schedule as a collaborative tool. Remind each staff of the importance of managing and updating their own schedule.
Common errors and solutions:
Invitation not received: If a staff did not receive the invitation, check the email address you entered and resend the invitation.
Undefined role: Make sure that each staff has an assigned role to avoid any misunderstanding or problem accessing certain functionalities.
Keep this guide handy and familiarize yourself with each step to optimize collaboration within your team on Yoplanning.pro.
What is the "Define rights and roles" functionality used for? The functionality allows you to structure and manage the access of each member of your team. By assigning specific roles, you can determine which tasks each member can perform in the software, ensuring a smooth and secure organization.
How to define rights and roles?
Access to roles: Log in to your Yoplanning.pro account. Go to “Administration” then “Staff”.
Staff selection: Next to each staff, click on the three small dots to access the menu. Select “Manage rights”.
Description of roles and their rights:
Administrator :
Manages all features.
Each team must have at least one administrator.
Can add or remove members and set their rights.
Planner:
Sees member and unassigned sessions.
Creates and modifies customer sessions and profiles.
Cannot delete sessions, clients or modify team information.
Staff with minimum rights (default role):
Sees only its assigned sessions.
Drive :
Access all members' sessions, products and clients.
Cannot add, edit or delete information.
Minimum right reader:
Similar to the reader role, but without seeing the session names.
Seller :
Manages orders, payments, customers and sessions.
Does not appear on the schedule.
Access controller:
Validate tickets by scanning QR codes.
Staff with command access:
Sees its sessions and related commands.
An accountant :
Consults orders, payments and generates accounting documents.
Staff with unassigned session:
Accesses only unassigned sessions.
Intermediary business :
Select "payment link" on a booking engine's payment page.
Advice and best practices:
Make sure you understand the role of each member before assigning them rights.
Review rights regularly to ensure they match members' current responsibilities.
Common errors and solutions:
Assignment of incorrect rights: If a member does not have the necessary access or has too many rights, modify their role via "Manage rights".
Use this guide to effectively manage roles and responsibilities within your team on Yoplanning.pro.
Staff management in Yoplanning.pro offers several features to efficiently organize your team. You can sort staff to structure their display and use tags to categorize them according to specific criteria (skills, language, specialization, etc.).
With these tools, you can optimize your team management, make it easier to find staff based on your needs, and ensure a clear and efficient organization. This guide explains step by step how to use these features, as well as best practices to adopt.
1. Sort the staffs
Where to find it: Menu > Administration > Staffs
Click on the three little dots at the top right.
Select "Sort" to reorganize the display of staffs.
Note: The sort order is only applicable when viewing a single team. Make sure the "Context" filter is set to "Current Team".
2. Use tags to organize staffs
Where to find it: Menu > Administration > Staffs
Open a staff profile.
Click on "Edit".
Enter a keyword (e.g., "English", "Diving", "Senior Coach") and press Enter.
This tag will then be saved and can be reused for other staffs.
3. Advanced option: Set an order per week
An optional module allows you to define a specific order by week number.
This Staff Order / Week Feature can be activated if you want a dynamic display according to the period.
Use tags to filter staff based on specific criteria like skills or language.
Make sure to only display one team when using the sort function.
Issue: Tag filtering in "OR" mode Explanation: When you select multiple tags, the filter applied is of type "OR", which means that all staffs having at least one of the selected tags will be displayed. Solution: If you want more precise filtering, use a reduced number of relevant tags.
Problem: Sorting is not applied correctly Solution: Make sure you are in "Current Team" mode before trying to sort staffs.
Problem: Need a different display every week Solution: Enable the "Staff Order / Week" feature for a display adjusted according to the period.
Thanks to its sorting and tag management tools, Yoplanning.pro allows you to efficiently organize your team and optimize your staff searches based on specific criteria. By applying these features, you gain clarity and efficiency in managing your human resources.
Take the time to structure your tags and adjust the sorting to ensure smooth management adapted to your needs!
What is the "Staff Order / Week" feature for?
The "Staff Order / Week" feature allows you to predefine the display order of staffs in Yoplanning based on the week number. This advanced module, available on request from Yoplanning support, offers more personalized management of weekly schedules, thus allowing you to adapt the visual organization of schedules according to the specific needs of your activity.
Steps to use the "Staff Order / Week" feature
Access the list of staff:
Log in to your Yoplanning.pro account.
Go to the "Staffs" section under the "Administration" menu.
Check module availability:
If the "Staff Order / week" module is enabled, you will see a week drop-down list at the top of the page. If you don't see this option, contact Yoplanning support to enable it.
Show staff ranking:
Use the drop-down list to select the desired week. The staff ranking will be displayed for the selected week.
Modify staff ranking:
Select the week you want to edit.
Click on the three dots menu located at the top right of the interface.
Select the "Sort" option to rearrange the order of the staffs according to your preferences.
Once sorted, the order will be saved for the selected week.
General sorting management:
If no specific week is selected in the drop-down list, any sorting changes will apply as a general sort. This sorting will apply by default to all weeks where a specific sorting has not been defined.
Tips for use and best practices
Anticipate needs: Preview schedules in advance to adapt staff rankings based on each week's activities or operational needs.
Team Training: Educate your team about this feature so they can adapt quickly and understand the impact of these changes on their schedule.
Common Problems and Solutions
The "Staff Order / week" module is not available: Contact Yoplanning support to request the activation of this advanced module.
Error in ranking after modification: If the ranking is not displayed correctly after a modification, try refreshing the page or re-selecting the affected week to see the changes applied.
Steps to Remove a Tag from Staffs
Access to Staff Tags:
Go to the 'Staffs' section via the filter at the top left.
Filtering by Tag:
Use the filter feature to view your team members associated with the tag you want to remove.
Staff Member Edition:
Select each staff member associated with the tag.
Enter their profile for editing.
Tag removal:
In each member's profile, remove the tag in question. This is usually done in the section where tags are listed or assigned.
Verification and Confirmation:
Once you have removed the tag from all affected staff members, the tag should automatically disappear from the list of available tags.
Advice and Best Practices
Use Relevant Tags: Make sure the tags used are meaningful and useful for managing and organizing your team.
Common Errors and Problems
Undeleted Tag: If a tag does not disappear after being removed from all staff members, check again to see if there are any unedited staff members remaining.
Filtering Difficulties: If you are having problems filtering by tag, make sure you are correctly using the filtering features available in Yoplanning.pro.
Effectively managing your team in Yoplanning.pro includes the ability to remove a staff member's access when necessary. Whether for administrative or personal reasons. This article will explain how to delete a staff securely, while preserving the integrity of your data.
What is this feature for?
Deleting a staff member from your team allows you to revoke this member's access to the Yoplanning.pro application. It is important to note that this action does not delete past data or your ability to view that data. You can re-invite the same staff at any time using their email address, and all previously established settings will be restored.
Steps to delete a staff
Access the staff list:
Open Yoplanning.pro and log in to your account.
In the navigation menu on the left, click Administration then select Staff to open the list of your team members.
Find the staff to delete:
Use the available filter to quickly find the staff concerned. You can filter by name, role, or any other relevant criteria.
Remove staff access:
Next to the name of the staff you want to remove, click on the Three Little Dots menu to open the advanced options.
Select Remove access. You will be asked for confirmation to ensure that this action is not accidental.
Confirmation:
Confirm the deletion. The staff will be immediately removed from your team on Yoplanning.pro and will lose all access to the system.
Tips for use and best practices
Check before deleting: Make sure deleting staff is the right decision. Consider the implications for your daily operations and data management.
Inform the staff: It is recommended to inform the staff of its deletion before proceeding, to avoid any confusion or misunderstanding.
Data retention: Rest assured, deleting a staff will not affect the historical data or the reports in which they are involved.
Common problems and solutions
Unable to find staff: Make sure you use the filters correctly. If the staff still does not appear, check if it has not already been deleted or if you have the necessary rights to perform this action.
Error deleting: If an error occurs, check your internet connection and try again. If the problem persists, contact Yoplanning.pro technical support for assistance.
Deleting a staff is a sensitive feature that must be used judiciously. By following this guide, you will be able to manage this task securely and efficiently, while maintaining the integrity of your team management and associated data.
This guide explains how each member can synchronize their personal Google Calendar with Yoplanning for optimal organization of their activities and absences.
This feature allows all sessions planned on Yoplanning to be automatically transcribed into Google Calendar, including absences, but only for the personal schedule of each member of the team. It is important to note that it is not possible to synchronize the entire team schedule on a single person's Google Calendar. However, team members can choose to share their personal Google Calendar with others for better coordination.
Calendar sharing: Team members can share their synced Google Calendar with the manager, if you want to have an overview.
Check privacy settings: Be aware of the information shared through Google Calendar and adjust privacy settings as needed.
Resolving common issues
Sync not done: feel free to remove the sync and then put it back in place if you notice any sync issues.
Missing or incorrect information: Make sure session details on Yoplanning are correct and complete. Inaccurate information can affect what is reported in Google Calendar.
The "Pay fees by SEPA transfer" feature in Yoplanning allows you to generate a standard SEPA file to make mass bank transfers to your team members. This file is compatible with European banking systems.
In the left menu, click on Administration, then select Fees.
A list of your team members' fees is displayed.
Member IBAN: Make sure each member has entered a valid IBAN in their profile. Without it, it will not be included in the transfer file.
If necessary, send the member concerned a tutorial explaining how to fill in their IBAN. Link here
Browse the list of fees.
Select the member lines you wish to pay.
Click on the SEPA button, which appears once one or more files have been selected.
The SEPA file is automatically generated and downloadable.
Download this file to your computer.
Log in to your bank's back office.
Import the SEPA file to initiate transfer processing.
Most banks automatically manage the information contained in the file, without requiring manual recording of IBANs.
Check IBANs: Make sure all members' IBANs are entered correctly.
Bank Validation: Some banks may require additional validation after importing the file.
Mixed Payments: For members without IBAN, please use another payment method.
If an IBAN is missing, the member will not be included in the SEPA file.
Ask this member to update their IBAN before regenerating the file.
Check the file type you have chosen in your bank's interface for your import.
SEPA Transfer: Generates a file to make transfers via your bank.
Pay button: Simply updates Yoplanning to indicate that the fee has been paid, without any bank action.
With this procedure, you can easily manage the payment of fees by SEPA transfer.