Capacity organized before the appointment
Staff and resource management for aesthetic clinics
Bia brings staff, weekly availability, services, rooms, equipment and schedule blocks together so scheduling respects the clinic's configured capacity.
Configuration starts with the person who performs the service and ends with a time the server can validate. Every read and update stays inside the clinic tenant, separate from commissions, records and payroll.
- Weekly availability per professional and clinic time zone
- Services linked only to the people who perform them
- Rooms and equipment with an explicit type and active state
- Blocks for one professional or the entire clinic
The team starts with an accurate record
A professional can have a display name, title, calendar color, active state and an optional user link. The server validates the name and rejects a duplicate within the clinic. Deactivation is not deletion: old appointments keep their reference while new flows stop offering that record.
The screen can create, edit, reactivate and deactivate with a management permission. The server records before and after values in the audit log. Bia does not create credentials automatically or invent a qualification that was not supplied.
- Configurable name, title and color
- Deactivation preserves history
- Changes require permission and leave an audit
Weekly availability becomes a scheduling rule
For each professional, the clinic can enable weekdays and set the start and end of each window. The editor replaces the full set, accepts at most 21 windows and rejects an end that is not after the start.
When an appointment is created or changed, scheduling checks these rules in the clinic time zone. If rules exist, a time outside the window is rejected before the appointment is stored, alongside blocks and the operational buffer.
- Up to 21 weekly windows per professional
- Start and end validated on the server
- Clinic time zone avoids a UTC mismatch
Linked services keep the offer honest
The team links each professional to the services they actually perform. The contract accepts up to 200 identifiers, removes duplicates and verifies that every service belongs to the same clinic. An inactive service already linked remains visible for editing.
Scheduling uses the link when validating an appointment. It does not replace the catalog's name, price or duration, which remain the source of truth.
- Service-to-professional link is tenant-scoped
- Up to 200 services per link set
- The catalog owns price and duration
Rooms and equipment become operational resources
A clinic can create resources of type room or equipment, edit their names and deactivate what no longer exists. The server rejects duplicate names within the clinic and keeps active state separate from historical usage.
When an appointment uses a resource, availability checks confirmed appointments for that resource and the configured operating buffer. An occupied or overlapping time is rejected; Bia does not silently pick a room or promise a resource that was never selected.
- Real types: room and equipment
- Duplicate names rejected before saving
- Resource conflicts and buffers checked in scheduling
Blocks cover holidays, breaks and the whole clinic
A block can belong to one professional or to the entire clinic. The form converts local date and time into the configured time zone, requires the end to follow the start and stores a short reason.
Visibility follows the signed-in role: a professional sees blocks affecting their own book and general blocks, while authorized profiles see the clinic scope. Creating and deleting a block are audited actions; a block is not a silent cancellation of an existing appointment.
- Individual or clinic-wide blocks
- Local time converted using the clinic zone
- Reason, creation and deletion audited
Commissions and goals stay in their own workflow
A professional record can store separate whole-number percentages for services and products and a monthly goal in cents. These are operational settings, validated from zero to one hundred percent and bounded before saving.
Storing a rate is not closing a commission. The separate commission report calculates revenue, offers a preview and freezes a reviewed close in an immutable snapshot. Staff management does not promise payroll, transfers or automatic payment.
- Separate service and product percentages
- Monthly goal validated on the server
- Closing and payment stay outside this screen
Permissions and audit protect the operation
Professional, availability, resource and block routes use authentication plus separate read and management permissions. Each query starts from the session tenant, so an identifier from another clinic cannot cross the boundary.
Every create, update, deactivation or deletion records the actor, before state and after state. The clinic can explain why a window changed, when a room was retired or who blocked the schedule without turning the public page into a clinical promise.
- Separate read and management permissions
- Tenant scope on every query and mutation
- Before-and-after audit trail
What staff management solves — and what stays separate
Bia organizes capacity and scheduling rules. It should not be described as payroll or an automatically built roster.
- Staff, services, resources and blocks are configurable; hiring, credentials and automatic rosters are not.
- Weekly rules and blocks participate in time validation; the clinic still chooses the professional, service and resource for an appointment.
- Rooms and equipment can produce a rejected conflict; there is no automatic best-resource assignment.
- Percentages and goals live on the record, but closed commissions, payroll, transfers and payments are not executed here.
- Audit and tenant scope protect the operation; they do not replace clinical records, consultation forms or professional judgment.
Frequently asked questions
Organizing staff and resources in an aesthetic clinic
Can I add more than one professional?
Yes. Each record can have its own name, title, color, services and availability. Deactivation preserves old appointments.
Does scheduling prevent times outside availability?
When rules exist, the server rejects a time outside the window or inside a block. It uses the clinic time zone and checks appointment conflicts.
Does Bia choose the room automatically?
No. A confirmed resource conflict is rejected, but the room or equipment remains an explicit choice on the appointment.
Can I block the whole clinic for a holiday?
Yes. A block without a professional applies to the entire clinic; a block can also target one person and store a reason.
Does staff management pay commissions?
No. It stores percentages and a monthly goal. Calculation and immutable closing live in commission control, without payroll or automatic transfer.
Organize who works and where care happens
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