Staff and permissions

Staff are the people customers book appointments with. You edit them in the Staff menu (in your admin it may have another name, e.g. "Stylists" or "Therapists"). Only the owner adds and edits staff.

Adding a staff member

For each staff member you enter:

• a Display name, as customers see it when booking online;
• a Short description (optional);
• a Calendar colour, from the palette or as a colour code (e.g. #2563eb). Their appointments are marked in it;
• Accepts online bookings. When off, only you enter their appointments in the admin.

Then enter their schedule in the Working hours menu (more in Working hours, time off and closed days) and tick what they do on each service (more in Services and prices). Until they have working hours, nobody can book them online.

If you take appointments yourself, you are on the staff list too.

Admin access

A staff member doesn't need access to the admin. If they do, enter their email on their page and click Send invitation. They get an email with a link to set their password, valid for 7 days.

You can later disable their access (Disable access) and enable it again. They still take appointments, they just can't sign in.

Front desk access

If someone at the front desk handles appointments and phone calls, give them front desk access. The front desk adds, moves and cancels every staff member's appointments, moves them to a colleague, enters time off and special days and looks after customers. It sees no analytics or revenue and doesn't change services, staff or settings. The front desk isn't a staff member: it has no calendar of its own and nobody books it.

On the Staff page, in the Front desk section, click Add front desk access, enter a name and an email and click Send invitation. The password setup link is valid for 7 days.

Best give each person their own access, so the appointment history shows who did what. One shared account with the salon's email works too, but then the history only says "Front desk". A staff member who sometimes works at the desk uses their own account on their phone and the front desk account on the computer at the desk.

The calendar and the Today page refresh themselves every minute and as soon as the browser tab shows again, so the screen at the desk also shows new online bookings. While a window is open or you have unsaved changes, the refresh waits.

You can disable front desk access (Disable access) and enable it again. A disabled account is signed out on every device. Accounts aren't deleted, because the appointment history still shows them.

What each role may do

Action	Owner	Front desk	Staff
See every staff member's calendar	yes	yes	yes, if allowed
Add, change and cancel appointments	everyone's	everyone's	only their own
Move an appointment to a colleague	yes	yes	no
Weekly working hours	everyone's	no	only their own
Special days and time off	everyone's	everyone's	only their own
Closed days for the whole business	yes	no	no
Schedules of group sessions	yes	no	no
Group sessions: new, moving, places, cancelling	yes	yes	no
See customers (name, contact and tags)	yes	yes	read only; with only their own calendar only their own
Add and edit customers and their tags, internal note, blocking	yes	yes	no
Delete and export customers	yes	no	no
Services, prices, staff and settings	yes	no	no
Analytics	the whole business, with revenue	no	only their own numbers, without revenue
The Today page	the whole business, with numbers	the whole business, without numbers	their own day
Waiting list	view and remove	view and remove	view; removes entries for themselves
Cancel a day	everyone's	everyone's	their own day, if allowed
Opening appointments	yes	no	their own, if allowed

Permissions are checked on the server for every action, not only by hiding buttons.

Access and permissions

In Settings → Access and permissions you decide what staff see and may do themselves. The owner and the front desk always see everything.

• Staff see their colleagues' appointments (on by default). When off, each staff member sees only their own: in the calendar only their own column, on the Groups page only the groups they lead, on the waiting list the entries for them and for "anyone", and among customers only those who had an appointment with them, and of their history only their own appointments. They can't open a colleague's appointment through a link either. Businesses where staff work on their own need this, e.g. with chair rental.
• Staff: each opens their own appointments and cancels their own days (on by default). Staff members then extend their own open appointments and can cancel their own day. When off, only the owner does this.

A change applies at once, also for staff who are already signed in. Your admin may use another word instead of "Staff", e.g. "Stylists".

Switching off and deleting

Switch off a staff member who isn't working for a while: nobody can book them, and their history stays. If you delete a staff member who has appointments in their history, they are only deactivated.