Managing Staff Members

Learn how to add new team members, edit their profiles, and remove departed staff.

Adding a New Staff Member

1. Navigate to Team > Staff
2. Click the Add Staff button
3. Fill in the required information:
   • First Name and Last Name
   • Email (for login and notifications)
   • Phone (optional)
   • Role (Owner, Manager, Staff, or Receptionist)
4. Click Save

The new staff member will receive an invitation email to set up their account.

Editing a Staff Profile

1. Navigate to Team > Staff
2. Click on the staff member's name
3. Update the details:
   • Personal information
   • Profile photo
   • Bio and specialties
   • Working hours
   • Assigned services
   • Location assignments
4. Click Save Changes

Staff Roles

Role	Description
Owner	Full access to everything, cannot be removed
Manager	Full access to all locations and features
Staff	Permissions controlled via Staff Access settings
Receptionist	Reception tasks: bookings, customers, check-in, payments

Archiving a Staff Member (Soft Delete)

When a staff member leaves but you want to keep historical data:

1. Navigate to Team > Staff
2. Click on the staff member
3. Click the Archive button
4. Confirm the action

What Happens When Archiving:

• The staff member is hidden from the active list
• They cannot be assigned to new appointments
• Historical data (appointments, sales) is preserved
• They can be restored later if they return

Permanently Deleting a Staff Member

To completely remove a staff member:

1. Navigate to Team > Staff
2. Click on the staff member
3. Click the Delete button (trash icon)
4. Confirm the permanent deletion

Important Notes:

• Owner accounts cannot be deleted
• Confirmation required: The system asks you to type the staff member's name
• Data handling: Choose what happens to the data:
  • Transfer appointments to another staff member
  • Keep historical data (anonymized)
  • Delete all related data

Warning: Permanent deletion cannot be undone. Consider archiving if you may need the historical data later.

Restoring an Archived Staff Member

If a staff member returns:

1. Navigate to Team > Staff
2. Enable the Archived filter
3. Find the staff member
4. Click the Restore button

Staff Location Assignment

For multi-location businesses:

1. Edit the staff member's profile
2. Open the Locations tab
3. Select which locations they work at
4. Their permissions are automatically updated

Best practices

• Archive instead of deleting if the staff member is leaving temporarily
• Update permissions before the staff member's last working day
• Transfer appointments before archiving/deleting
• Document the handover: transfer customer relationships
• Revoke all access immediately when employment ends

Use case scenarios

Scenario 1: New hire onboarding

New stylist arrives. Manager adds her profile, assigns role, applies Standard template permissions. Welcome email sent, she logs in tomorrow.

Scenario 2: Maternity leave

Stylist on 3-month maternity. Archive (don't delete). Profile, booking history, customer relationships preserved. Reactivate on return.

Scenario 3: Employee departure

Stylist resigns. Last working day: revoke access immediately, transfer customer relationships, archive account. Historical bookings remain attached.

Scenario 4: Role promotion

Receptionist promoted to manager. Edit profile, change role to Manager, apply Manager template permissions. Next login, she sees manager UI.

Tips

• Archiving > deletion: historical data preserved.
• Revoke access immediately at departure: don't let "tomorrow" creep in.
• Transfer appointments before departure: customers don't get stranded.
• Audit log captures the handover: documents what was done.