Adding and Managing Staff Members

As your business grows and changes, your team will too. Whether you’re adding someone new, removing a former staff member, or updating roles and permissions, keeping your staff organized helps your business run smoothly.

Add Staff Members

To add a new staff member:

1. Open the platform.
2. Go to Settings and select Staff.
3. Click New Staff Account.
4. Enter the staff member's details.
5. Click Add.

Remove Staff Members

To remove a staff member:

1. Open the platform.
2. Go to Settings and select Staff.
3. Choose the relevant staff member.
4. Click the more options icon    and select Delete.
5. Confirm and select Delete again.

Set Staff Member Settings

Both you and your staff can adjust settings, but keep in mind that only an admin can set roles and permissions for the team.

To customize staff settings:

1. Open the platform.
2. Go to Settings and select Staff.
3. Hover over the staff member and click the more options icon .
4. Select Staff Settings.

Roles and Permissions

This feature allows you to customize what your staff members can do within the system, giving you greater control over your workflows.

Configure and Manage Roles

The platform provides five predefined roles, each with its own set of permissions. For users on lower-tier plans, staff members will automatically be assigned the "User" role by default.

Administrator

Access: They have access to everything in the account except for the primary admin login information.

Best For: This is ideal for business owners and key admins who handle the overall management and setup of the system. They have full access to control business operations and admin settings, making sure everything runs smoothly.

Collaborator

Access: They can’t access settings, online presence, or marketing but they can use "Team View" to see and edit all users’ activities.

Best For: Team members who collaborate on projects and share tasks such as scheduling, working on workflows, and assisting with everyday operations alongside their team.

Manager

Access: They have administrator rights except for staff settings and the business subscription plan.

Best For: Leaders who keep an eye on daily business processes and team performance. It gives them all the access they need to manage and monitor activities and operations smoothly. 

Marketer

Access: They have access to settings, marketing, bulk operations, and can view all clients and their own activities but they can’t access payments.

Best For: Marketing team members who manage outreach campaigns, client communications, branding, and customer engagement. It’s ideal for those who handle bulk communications and run campaign activities.

User

Access: They have access to their own activities and client cards but don’t have access to bulk operations, settings, online presence, or marketing.

Best For: This is suited for staff who focus on their own tasks, appointments, and client interactions. It’s designed for team members with client-facing roles and minimal need for administrative access.

Create a New Role

While you can create a new role with additional customizations, it must be based on one of the five available. However, you can duplicate an existing role and modify the name and description to fit your needs.

To create a new role:

1. Open the platform.
2. Click Settings.
3. Select Roles & Permissions.
4. Click the Create a new role button.
5. Name your role, choose a role to copy, and add a description.
6. Click Create a new role when finished.

Read-Only Roles

Certain roles, such as Administrator and User, are set to “read-only,” which means you can't edit them directly. However, you can duplicate these roles and create a custom version with the permissions you need.

Assign Roles to Staff

After creating a custom role, you can assign staff members to it.

To assign roles to staff:

1. From the Roles & Permissions page, click the Staff settings link at the top.
2. Next to the staff member, click the more options icon.
3. Select Edit staff permissions.
4. Adjust roles and permissions as needed.
5. Click Save when finished.

Delete Roles

You can delete roles but only if there are no staff members assigned to them. You'll need to remove them first before you can delete the role.

To remove staff from the role:

1. From the Roles & Permissions page, click the Staff settings link at the top.
2. Next to the staff member, click the more options icon.
3. Select Edit staff permissions.
4. In the “Role” section, assign the staff member to a different role.
5. Click Save when finished.

To delete a role:

1. From the Roles & Permissions page, select the role you want to delete.
2. Click the Delete button at the top.
3. Confirm by clicking the Delete button again.

Edit Permissions

You can edit permissions for each role, giving you control over who has access to things like:

• Clients
• Manage account & settings
• Payments
• Documents
• Marketing
• Reports
• Online Presence

To edit permissions for a role:

1. From the Roles & Permissions page, select the role you want to modify.
2. Adjust the permissions as needed.
3. Click Save to apply your changes.

View Staff Calendars

You can view your staff's calendars in three different ways:

To view a staff members calendar:

1. Open the platform.
2. Click Calendar.
3. Under “Staff,” select the relevant staff member.

To view multiple staff on one calendar:

1. Open the platform.
2. Click Calendar.
3. Under “Staff,” select All or choose the individual staff members as needed.

To view calendars side by side:

1. Open the platform.
2. Click Calendar.
3. Under “Staff,” check Show side by side.

Reassign Appointments to Another Staff Member

To reassign an appointment:

1. Open the platform.
2. Go to Calendar and click Appointment List.
3. Next to the relevant appointment, click the more options icon.
4. Select Reassign.
5. Choose the staff member and (optional) add a message.
6. Click Send.

FAQ

How do I turn off notification emails for staff members?

To manage staff email notifications, you’ll need to log in as the staff member:

1. Open the platform.
2. Click Settings.
3. Select Staff.
4. Pick the staff member and click the more options icon next to their name.
5. Select Log in as.
6. Once logged in, click the notifications icon   at the top.
7. Click the settings icon    to access settings.

From there, you can enable or disable notifications for:

• System Notifications (Payments, Scheduling, Marketing)
• Client Activity Updates (Messages, Reviews, Documents, etc.)

Why can't I see my staff member's schedule on the calendar?

You must have the right permissions (admin, manager, or collaborator) and have the staff member’s calendar selected.

On Desktop

To view staff calendars on your desktop:

1. Open the platform.
2. Click Calendar.
3. Under "Staff", check the relevant staff member(s).