Your team and their schedules

The people who work here, what they do and when, their licenses, the logins that let them sign in with a place on the team and its switches, and what stylists see of the client book.

The team has two sides. Staff (or your word for them) is the list of people who work here: who performs services, what they do, when they work and how they are paid. Logins are who can sign in to the app, and what each may do. One person can be both.

Adding someone to the team

Open Staff and choose Add staff member.
Give their first and last name, email and phone.
Leave Performs services on for anyone who is booked. They get a column on the calendar. Switch it off for someone who works the desk but is never booked.
Leave Available in online booking on if clients may book them themselves.
Choose Create.

Open them again to add a photo or the color behind their initials. They show on the calendar, at the register and on your website's team section.

What they do and when they work

On their Services tab, tick what they perform, and choose Save. Only the services ticked can be booked with them.
On their Work hours tab, set the shifts for each weekday; they repeat every week. A day with no shifts is a day off. Online booking offers only these hours.
With more than one location, Works at says where they show on the calendar and can be booked.

Licenses and pay

On their Licenses tab, keep each professional license: its kind, number, who issued it and when it expires. Distributors that sell only to licensed professionals ask for these.
On their Pay tab (owners only), set how they are paid. See Time and pay.

When someone leaves

Open them and choose Deactivate: they are hidden from the calendar and from booking, and their history stays. A deactivated person can be brought back with Reactivate, or put away with Archive.

An owner opens Settings and chooses the Team tab.
Under Invite Someone, type their email and choose their Place on the team.
Choose who they are on the staff list, so their sales and appointments are theirs.
Choose Make the invitation, then send them the link: Copy the link, or open it in your email. It works once, for that email address, for 14 days.

The places on the team:

Owner: everything, including pay, the books and logins.
Admin: runs the business and sets it up. No pay; the books only if you switch them on.
Manager: the same as an admin, without the activity log and the download of everything.
Front desk: the calendar, the register, clients, messages, classes, the time clock, stock, purchasing and online orders.
Staff: the calendar, the register, clients, classes and the time clock.
Bookkeeper: the books and nothing else.
Designer: the website, the design studio, mailers, social posts and email layouts. No clients, calendar or money.

With more than one business, Admin, People shows every login across the businesses you own, gives someone a login at another without an invitation, and invites by email at any of them (see Admin).

Each login's screens are in the business's language unless another is set: an owner chooses it beside their place on the team, and each person can choose their own from the menu under the business's name (see Languages).

Each place on the team starts with its own switches: the register, discounts, refunds and voids, the cash drawer, clients, deleting clients, messages, the sales CRM, products, stock, purchasing, wholesale, online orders, shipping, the website, marketing, offers, services and the team, business settings, reports, exports, the activity log and the books. Open a person's login to turn any switch on or off; a changed switch is marked Changed, and a button such as Back to a front desk login's switches returns them to their place's usual ones. The server checks every switch on every change, whatever the screen shows. The assistant follows the same switches: each login's card says so (The assistant sees what they see), and the assistant reads for a person only the parts their switches open, answering in a sentence when a question needs one they do not have (see Memory and the assistant).

What stylists can see: the client book

A stylist who is here for a short while does not need the whole book of business. Under Settings, Team, What stylists can see, an owner chooses what a login at the Staff place sees:

Only their own clients: the clients they have served, rung up or are the preferred stylist of; their own calendar column; their own sales and tips.
Their own clients, and anyone nobody has served yet: the same, plus every client no one on the team has served, so a walk-in or an online sign-up can be booked by whoever is free.
Everyone's clients: the whole book, the whole calendar and every sale, as the front desk sees them.

"Their own" is read from the records every time, never kept as a list: a client becomes a stylist's the moment the stylist serves them, rings them up, or is set as Their stylist on the client's record (a client's details, for anyone who may change clients). A new client a stylist adds starts as theirs. Owners always see everything. Managers, admins and the front desk see everything unless an owner sets one of them to less under Each Login, where any login with switches can be given its own rule; a login that sees only its own book but is not linked to anyone on the staff list sees no clients of its own, and the screen says so. Preview says what a login would see, read the same way the lists read it: "Signed in as Ana, you would see 42 of 318 clients, and 12 of 90 appointments in the last 30 days."

The rule reaches every place clients are listed: the Clients list and its search, the pickers at the calendar and the register, the calendar itself, the register's day, the CRM's contacts, the downloads, the assistant (which reads for a stylist within their book and says so when asked about someone else's client), and any API key or assistant link a login made. A client outside a stylist's book opens with "That client is not in your book. An owner can widen what you see under Settings, Team."

A download of the clients list, or of the CRM's contacts, is the book in one file, so it takes the Export clients switch, which starts off for everyone but an owner; turn it on for a login under Logins, What they can do. Every download is noted in the activity log, and so is each change to the rule and each time a login opens a client's record. Download everything keeps its own switch (admins to begin with), since it is the whole business, not the client list.

The activity log

Owners and admins see every change made in the app under Settings, Team, Activity: who did it and when. It cannot be edited or erased.

Best practices

Give everyone their own login. Shared logins make the activity log, the tips and the commission meaningless.
Start each person in the place that fits and change single switches only when needed.
Keep work hours current. They are what online booking offers; a wrong shift is a booking nobody can keep.
Turn Discounts and price changes and Refunds and voids on only for people who need them.
Deactivate rather than delete. A person's past sales and appointments stay with them.