Adding a staff member
Updated on 2026-10-02
A staff member in HairConnect is anything that gets a column in the calendar: a hairdresser, but just as easily a cabin or a wash chair.
Where do I find this?
Team → Medewerkers (staff).
The form
The record is split into four tabs: Wie (who) — the photo, the names, the colour, the contact details, the role in the salon and the employment dates —, Wat ze kan (what she can do) for the services, Wat ze mag (what she may do) for the rights, and Verlof (leave), only with HairConnect Social. Skills and rights are deliberately kept apart: what someone can do is craft and changes when she takes a course; what someone may do is management and changes the day the owner trusts her with the till. Two conversations with two different reasons do not belong under each other in one long page. The list of accounts stays below the tabs.
On the Wie tab: a round photo box on the left, the details on the right. A photo and not a file path: whoever opens this screen wants to see who it is.
| Field | Required | Notes |
|---|---|---|
| Foto (photo) | no | is cropped to a circle |
| Voornaam (first name) | yes | |
| Achternaam (surname) | no | |
| Naam in de agenda (name in the calendar) | no | Kort houden: dit staat boven de kolom. — Keep it short: this appears above the column. |
| Kleur in de agenda (colour in the calendar) | no | |
| E-mailadres (email address) | no | |
| Telefoon (phone) | no |
Rol in het salon (role in the salon)
| Toggle | Default | Notes |
|---|---|---|
| Zichtbaar in de agenda (visible in the calendar) | on | Uit voor wie niet ingepland wordt. — Off for anyone who is not scheduled. Can only be switched off once no appointments are still to come for this person. |
| Online boekbaar (bookable online) | on | Klanten kunnen deze medewerker zelf kiezen. — Clients can choose this staff member themselves. |
| Dit is een cabine of stoel (this is a cabin or chair) | off | Geen mens maar een plaats. Kan niet als voorkeur gekozen worden. — Not a person but a place. Cannot be chosen as a preference. |
| Moet prikken (must clock in) | off | determines who appears on the time clock screen |
Overgezet uit Optios (migrated from Optios)
If this stylist came from an Optios migration, you find on the Wat ze mag tab, collapsed, what they were allowed to do there and which account followed from it. The import creates that account itself — there is nothing to retype.
The translation is coarse, because HairConnect has three roles and Optios seventeen rights:
| At Optios | Becomes here |
|---|---|
| manager, or access to the settings | Manager |
| everything else | Medewerker (staff) |
Owner is never assigned automatically, and nobody is ever demoted: if someone already had a heavier role here, they keep it. No password is invented either — the stylist sets their own through forgot password on the login screen.
Two things the import cannot solve, and which land in Opkuisvoorstellen: a stylist who had no e-mail address at Optios (without one nobody can log in), and an address that already belongs to another salon's account.
Diensten (services)
The Wat ze kan tab, where you set out which services this person performs, and how long those take with him or her. See Services per staff member.
Rechten (rights)
The Wat ze mag tab. Under Wat ze kan is what this staff member can do; here is what he or she may do. Per group one switch per right, with one sentence of explanation underneath.
| Group | Switch | What it does |
|---|---|---|
| Agenda (calendar) | Afspraken wijzigen (change appointments) | Een afspraak die nog moet komen verplaatsen, wijzigen of verwijderen. — Move, change or delete an appointment still to come. |
| Kassa (point of sale) | Afrekenen (settle) | Een bon afsluiten en verzegelen — het moment waarop er omzet ontstaat. Zonder dit recht kan iemand wel aanslaan, maar niet afrekenen. — Close and seal a receipt: the moment turnover comes into being. Without this right you can ring up but not settle. |
| Bon verwijderen (delete a receipt) | Een bon verwijderen. — Delete a receipt. | |
| Tegenboeken (reverse) | Een afgesloten bon rechtzetten: tegenboeken of corrigeren, mét reden, en de klant of de medewerker van een regel wijzigen. — Put a closed receipt right: reverse or correct it, with a reason, and change the client or the staff member of a line. | |
| Kasgeld uitnemen en inleggen (take cash out and put cash in) | Geld in of uit de lade boeken buiten een bon om. — Book money into or out of the drawer outside a receipt. | |
| Kassa tellen (count the till) | De lade tellen en het verschil met de verwachte kas vastleggen. — Count the drawer and record the difference with the expected cash. | |
| Korting geven (give a discount) | Een korting zetten op een regel of op de hele bon. — Put a discount on a line or on the whole receipt. | |
| Facturen maken (make invoices) | Van een afgesloten bon een factuur maken, en een factuur crediteren. — Make an invoice from a closed receipt, and credit an invoice. | |
| Overschrijvingen afpunten (match transfers) | De lijst van wat op overschrijving staat bekijken, bankuittreksels opladen en betalingen als ontvangen bevestigen. — View the list of what is paid by transfer, upload bank statements and confirm payments as received. Off by default for a staff member, and never on a work login. See Matching bank transfers. | |
| Team (team) | Prikbeurten corrigeren (correct punches) | Prikbeurten van collega's corrigeren of met de hand toevoegen. Hier hangt loon aan. — Correct colleagues' punches or add them by hand. Wages hang on this. |
| Werkschema's beheren (manage work schedules) | De werkschema's van het team openen en wijzigen. — Open and change the team's work schedules. | |
| Verlofaanvragen behandelen (handle leave requests) | Het verlof dat een collega aanvraagt goedkeuren of weigeren, en het saldo van het team zien. Hoort bij HairConnect Social. — Approve or refuse the leave a colleague requests, and see the team's balance. Part of HairConnect Social. | |
| Beheer (management) | Instellingen van het salon (salon settings) | Btw-nummer, afzenderadres, openingsuren, online boeken. — VAT number, sender address, opening hours, online booking. |
| Rapporten (reports) | Omzet, kassaboek, dagontvangsten en de prestaties van het team bekijken. — View revenue, the cash book, the daily takings and the team's performance. |
The role of the account is both the ceiling and the default.
- The owner has everything, always. On their record all switches are on and greyed out.
- A manager has everything by default except the salon settings. The owner can add those, or take something away.
- A staff member has nothing on by default. What they can do is on the tab next to it; what they may do starts empty and comes from here — settling included. An apprenticeship contract does not settle, a permanent employee does, and the salon should be able to make that difference without first having to take something away: taking away you forget, giving you don't. The salon settings cannot be ticked for a staff member.
One exception: the agenda. Afspraken wijzigen (change appointments) is on by default for everyone, also for an ordinary staff member: at the counter the whole team moves appointments all day long. To take it away from someone, switch it off here. Only the owner and a manager can change or delete an appointment in the past; there is no tick box for that. See Moving, changing and cancelling.
What changed, and what did not. Until 5 September 2026 a staff member had the whole till by default. Anyone already on a record at that moment keeps exactly what they had: those switches are now ticked in black and white instead of being silently on. So nobody lost the till overnight. Anyone who joins after starts with nothing.
Whoever lacks a right does not see the button in the point of sale — it does not go grey, it is not there — and does not get to the screen in the back office. And you can only give what you have yourself: a manager without access to the settings cannot give it to anyone either. Where a switch is fixed, you read why: De zaakvoerder heeft altijd alle rechten — The owner always has every right —, Niet voor de rol Medewerker: hier staan het btw-nummer en dit rechtenblok zelf — Not for the Medewerker role: this is where the VAT number and this rights block itself sit —, or Je kunt alleen geven wat je zelf hebt — You can only give what you have yourself.
A work login follows this block only for the till. Tick settling or discount here and the device at the counter can do it too. Punch clock, schedules, reports and settings stay with the management account, and a work login never takes over deleting a receipt and matching transfers. If there is a work login on the record, the screen says so alongside. See Users and roles.
Afspraken wijzigen (change appointments) also follows the work login: if it is off here, the device at the counter cannot do it either.
If the staff member came from Optios, the rights there are the starting value: whoever could manage the till there has the till switches on here; whoever could reach the settings there has the settings here. What you change yourself afterwards stays — also after a new import.
Every change goes into the Logboek (audit log) under Rechten en toegang (rights and access): Kris gaf Nova het recht om kasgeld uit te nemen of in te leggen — Kris gave Nova the right to take cash out or put cash in.
Dienstverband (employment)
A collapsed section on the Wie tab, with three fields.
| Field | Notes |
|---|---|
| In dienst sinds (employed since) | |
| Uit dienst vanaf (employment ends on) | Blijft in de historiek staan, verdwijnt uit de agenda. Kan pas als er vanaf die dag geen afspraken meer op staan. — Stays in the history, disappears from the calendar. Only possible once there are no appointments left from that day on. See First the appointments still to come, below. |
| Volgorde in de agenda (order in the calendar) | a number; dragging the list is easier |
Cabins and chairs
Switch on Dit is een cabine of stoel for whatever is not a person. Such a resource:
- gets an ordinary column in the calendar, with Cabine of stoel under the name in the list;
- can not be chosen as a regular staff member or as a preference;
- is never bookable online;
- does not appear among the staff members at the point of sale;
- is skipped in the performance figures.
The order of the calendar columns
Drag the rows in the list. That order is the order of the columns in your calendar.
The list
Photo, Naam (name), Diensten (services — the number), In agenda (in calendar), Online boekbaar (bookable online), and in the column menu also Prikt (clocks in) and Uit dienst (out of service).
Above the list there are two tabs. In dienst (in service) shows who works today and is the one that opens; Archief (archive) holds everyone who has left, most recent first. Each tab carries its count.
Someone with a leaving date in the future stays under In dienst: she still works today and keeps her column in the calendar until that day.
The column menu also holds Assistent. That tick makes this staff member the face and the name of the assistant: their photo and their first name preceded by Digitale. There is only one at a time; tick nobody and it is Hairlien.
Filters: Cabine of stoel (cabin or chair) and Zichtbaar in agenda (visible in calendar).
If there is nothing yet: Nog geen medewerkers — Voeg iedereen toe die een kolom in de agenda krijgt — ook de cabines en de wasstoelen, want ook die worden ingepland. — No staff members yet — Add everyone who gets a column in the calendar — including the cabins and the wash chairs, because those are scheduled too.
Someone who leaves
Fill in Uit dienst vanaf. The person disappears from the calendar and from the booking page, but stays in the history: old appointments and old receipts keep their name.
The bin next to the row in the list does the same, and the same button sits at the top of the edit page. If the record carries history — an appointment, a receipt, a clock-in, an absence, a calendar block or a user account — the button takes the person out of service as of today instead of deleting the record, and the window says why: every receipt line carries the staff member who made it, and without that name no performance figure and no paid clock-in adds up any more.
A record nothing points at — the mistake of five minutes ago, or a column that came along from an older package — is in fact deleted, and Herstellen (restore) brings it back.
Nothing changes on the receipts: someone who leaves keeps their name on every receipt, in the till and on the receipt sent by email.
First the appointments still to come
As long as there are appointments still to come for the person, the record cannot leave the calendar: not out of service, not deleted, not permanently deleted and not hidden. Their column would disappear, and with it next week's clients: nobody sees them any more, and they turn up at the desk on the day itself.
What counts is an appointment that is not cancelled, in which the person works on the client themselves, and which starts after the moment of leaving. With the bin, that is now; with Uit dienst vanaf, the day you choose. An appointment from this morning that is already over does not count: it belongs to the history. The processing time of a colour booked in their name does not count either, because it occupies the client and not the hairdresser.
If you try anyway, nothing happens and the window says how many appointments are left and from when to when, with the first eight by day, time and client: Noor heeft nog 4 afspraken in de agenda staan, van dinsdag 6 oktober 2026 tot vrijdag 30 oktober 2026. (Noor still has 4 appointments in the calendar, from Tuesday 6 October 2026 to Friday 30 October 2026.) On the form, the same sentence appears under the field, together with a notification that shows the list.
To solve it:
- In the window or the notification, click Open de agenda op … (open the calendar on …). The calendar opens on the day of the first appointment.
- Drag each appointment to a colleague's column, or cancel it. See Moving, changing and cancelling.
- Try again. Once nothing is left for the person after they leave, it goes through.
Someone who only leaves later and still has clients until then can be given a date straight away: in Uit dienst vanaf, pick a day after the last appointment. Until that day, they keep their column.
With the assistant
Two fields of this record can also be set by telling Hairlien: Noor staat vanaf nu online boekbaar (Noor is bookable online from now on) and Jonas is uit dienst vanaf 30 september (Jonas leaves on 30 September). The proposal shows what is there now and what it becomes; the rest of the record is left alone. Here too, leaving is not deleting: the person stays in the history. And the same rule applies: if appointments are still booked for Jonas after that day, Hairlien makes no proposal, but answers with how many there are and from when to when.
Frequently asked questions
Where do I link a work schedule to a staff member? Not in this form. The work schedule is a separate screen; see Work schedules.
Where is this person's login account? Under the tabs, in the Accounts block — and you manage them under Instellingen → Gebruikers (users). A staff member and a user are two different things: the first gets a calendar column, the second can log in. You link them to each other in the user form. Per account it says whether it is a Beheeraccount (management account) — which follows the Rechten block — or a Werklogin (work login) — which follows only the till part of it.
What is on the Verlof tab? The leave entitlement per year, in hours, as it stands in the contract — and next to it this year's balance. Hours and not days: what a day of leave costs depends on the roster for that day. Leave it empty and the balance shows why it is not there instead of zero. The tab is only there with HairConnect Social; see Requesting leave.