Team and shifts

The team is set up in three places in the panel:

What	Where
Invitation and role	Account and team
Location, shifts, absences and blocks	Schedule
Services a staff member does	Services and prices

Inviting staff

1. Open Account and team.
2. Enter the email and name, and choose the role: Staff member, Lead staff member or Partner.
3. Click Send invitation. The invitation is valid for 72 hours.
4. The staff member opens the link in the email, sets a password and signs in.

As soon as a staff member or lead staff member accepts the invitation, they appear in the calendar. If the invitation expires, send a new one.

Order: from invitation to a staff member clients can see

1. Publish the services in Services and prices. Only published services can be assigned to a staff member.
2. When the staff member has accepted, assign them to a location and enter shifts in Schedule, and tick the services they do in Services and prices. Assigning a location puts them in that location’s draft team.
3. Publish the location again with Publish location. Only then do clients see the staff member and can book them.

Tip

If a staff member is missing from the booking form, the location most often was not published again after the assignment.

An owner who also works

If you see clients yourself, you don’t need a second account or a second email.

1. Open Account and team, the I work here too card.
2. Turn on I also work as staff.
3. Then continue as for any staff member: location and shifts in Schedule, services in Services and prices, then Publish location.

You cannot turn this off while you have future bookings. Move them to another staff member or cancel them first.

With this option you also get the My day switch, which narrows the panel to your own bookings and shifts.

Shifts

A shift is the time a staff member works. Bookings are possible only within a shift.

• Shifts are entered per day of the week, for example Monday to Friday from 9 to 17.
• Saturday and Sunday work like any other day: if there is a shift, clients can book.
• The owner and the lead staff member of the location edit shifts. Staff members see their own.
• With Show staff member you see one staff member’s shifts, or All staff. A long list has its own scroll.

A shift change that affects bookings

If a new shift or absence covers existing bookings, the panel refuses the change and lists those bookings. Move them or give them to another staff member first, then repeat the shift change. The system never cancels or moves clients on its own.

Absences and blocks

• An absence is a day or period when a staff member does not work, such as holiday or sick leave.
• A block is a shorter busy time without a client, such as a break or a meeting.

Both can be entered only in free time. They cannot be placed over a booking.

What a staff member can do

A staff member:

• sees their own schedule and bookings;
• adds new bookings for themselves;
• marks their bookings as completed or no show;
• sends a request to move or cancel their own booking.

The owner and lead staff member change bookings directly, without a request.

Staff requests

1. The staff member opens their booking, clicks Request a booking change, proposes a new time or a cancellation, and gives a reason.
2. The request goes to the lead staff member of the location, in Tasks. If the location has no lead staff member, it goes to the owner.
3. The lead staff member sees the old and proposed state and approves or rejects. A rejection needs a short reason.
4. The staff member sees the decision. The client gets a message only when the change is approved.

While a request waits, the booking stays as it was and the client gets nothing. The proposed new time is not held in advance. If someone else takes it in the meantime, the approval fails and the old booking stays.

Deactivating a staff member

When someone leaves, deactivate them. They lose access to the panel immediately. Their future bookings stay visible to the owner and lead staff member, who give them to another staff member or arrange them with clients. Booking history is kept.

Lead staff member

A lead staff member runs one location for the owner: the calendar, shifts of that location’s staff, requests and the location’s clients. They do not see the subscription, do not change prices or roles, and do not move staff to other locations. See Roles and permissions.