Staff Management
Pointa uses staff records for appointments, rosters, sales attribution, commission tracking, clocking in/out, and individual user access.
Best practice is for each staff member to have their own Pointa login if they use Pointa directly. This gives clearer audit history, cleaner timesheets, and better control over permissions. See Staff Access and Authority for more detail.
But first let’s start with the basics:
Creating A Staff Member
Go to Staff > New Staff.
Complete the basic details:
First name
Last name
Username
These fields are mandatory.
The Username is the staff member’s public-facing name. It is shown on the appointment book, online bookings, and throughout Pointa.
Add contact details:
Email address
Mobile phone
If the staff member needs their own Pointa login, select Pointa user. When Pointa user is selected, an email address is required because Pointa uses the email address for login and account invitations.
Mobile phone is not technically required by the staff form, but it is useful to record for staff contact details.
Select the staff member’s Authority level.
A Manager or Administrator can change Pointa access and authority levels, but they cannot assign a higher authority level than their own.
Select Save changes.
If Pointa user is enabled, Pointa creates or links a user account and sends the staff member an invite email so they can set their password. If the invite has not been accepted, the staff screen may show Resend invite.
Authority Levels
Pointa has four authority levels.
Default
Can access standard features for day-to-day operations.
Cannot force park all open sales.
Cannot access reports.
Cannot make on-account payments.
Cannot override item sale prices.
Cannot create or manage staff or rosters.
Cannot access Pointa settings.
Shift Manager
Can do everything Default can do.
Can force park all open sales.
Can access basic sales and cash-up reports only.
Cannot make on-account payments.
Cannot override item sale prices.
Cannot create or manage staff or rosters.
Cannot access Pointa settings.
Manager
Can do everything Shift Manager can do.
Can access all reports.
Can make on-account payments.
Can override item sale prices.
Can create and manage staff and rosters.
Can access and configure Pointa settings.
Cannot access administrator-only settings, such as integrations.
Administrator
Can do everything Manager can do.
Can access all features and settings.
Can configure app integrations, such as Stripe, Windcave, Mailchimp, webhooks, and Xero.
Can manage all user roles and permissions.
Customer Field
The Customer field links the staff member to their customer record in Pointa.
Use this when the staff member is also a customer of the business. Linking the record allows their customer activity, such as appointments and purchases, to be viewed from their customer profile.
Staff Logins
Staff with Pointa user access can log in at:
They log in using their email address and password.
From the username menu in the top right, staff can choose:
My Account
Switch user
Lock
Sign out
Use Switch user when another staff member is taking over the computer.
Use Lock when stepping away from the computer or leaving it ready for the next staff member. The next staff member can unlock using their PIN or password if they have previously logged in on that device.
Use Sign out when fully ending the session, commonly at the end of the day.
See the Passwords and Logins section of the Help Centre for more detail on passwords, PINs, switching user, and lock settings.
Creating A PIN
A PIN is used for faster access when Pointa is locked or when Pointa performs a security check. A PIN cannot be used for the initial login.
To create or change a PIN:
Select the username in the top right.
Select My Account.
Go to Security.
Enter the current password.
Enter the new PIN.
Select Change pin.
Commission
Pointa does not calculate payroll commission rules by itself. Instead, it tracks which sales are eligible for commission and which staff member the commissionable sale value should be attributed to. The business then uses that information to calculate actual commission payments according to its own rules.
Commission depends on two things:
Whether the product or service allows commission.
Which staff member is assigned as the commission earning staff member on the sale line.
The global default is set under Settings > Items.
In Settings > Items, the option Track staff commission controls whether newly created products and services allow commission by default. This is only a default for new items. Existing products and services need to be checked or changed individually.
There is also an Allow rewards default in the same area. That relates to customer rewards, not staff commission.
To check or change commission on an individual product or service, go to the product or service setup and use Allow staff commission.
If Allow staff commission is switched on for an item, Pointa can include that item’s sale value in commission reporting. If it is switched off, that item will not count as commissionable, even if a staff member is assigned to the sale line.
At the time of sale, Pointa also needs to know which staff member should receive the commission attribution for each sale line.
If the sale is completed from the appointment book, Pointa assigns commission to the staff member attached to the booking/service. This is why appointment-book-driven sales are best practice for service businesses.
If items are manually added to a sale, check the commission staff member where needed. Pointa will assign the currently logged in staff member to it by default. For example, if a receptionist is logged in and manually adds a retail product, Pointa will attribute the sale to the receptionist. If that product commission should go to the stylist, the commission earning staff member should be checked and changed before completing the sale.
Example:
A customer has a colour service with Sarah and buys a shampoo recommended by Sarah.
The colour service is loaded from Sarah’s appointment, so commission is attributed to Sarah.
The shampoo is manually added at POS.
If shampoo allows staff commission, the staff member on that shampoo line should be checked.
If Sarah should receive the retail commission, make sure Sarah is selected as the commission staff member before completing the sale.
To review commissionable sales, go to:
Reports > Sales > Sales by Staff Member
or:
Reports > Sales > Sales by Item Type
Select the date range and select Update.
The Commission column is the value of sales that Pointa has marked as commission-eligible for that staff member. It is not necessarily the amount to pay the staff member. For example, if Sarah has $1,000 showing in commissionable sales and the business pays 3% commission, the business would calculate the payable commission as $30 outside Pointa.
Terminating Staff
At the end of a staff member’s employment, first remove them from future appointment-book visibility.
Best practice:
Go to Staff.
Select the staff member.
Open Roster.
Add a new base roster from the effective date.
Leave all days unticked.
Add a note if useful.
Select Save.
This removes the staff member from the booking sheet from that effective date.
After their final day of work, delete the staff member:
Go to Staff.
Search for the staff member.
Open the menu beside their name.
Select Delete.
Confirm the deletion.
Deleting a staff member removes them from normal staff lists and revokes their Pointa access if they had it.
If a staff member is deleted accidentally, contact Support to reinstate them.