Team members

Every appointment on your calendar belongs to one of these people, and no service can be booked until someone skilled is on the calendar to do it. This is where you add your staff, decide who customers can book, control what each person can see in the app, and deal with the awkward parts — a leaver who still has appointments, a hire who can't be booked yet.

Open it from Team in the left navigation. If your trade has its own word the label follows it — a pet-grooming business sees Groomers — but the page is identical underneath.

Open in app: Team members

Add someone in under a minute

Click Add Team Member. Only the Name is required — everything else can wait. Add an Email if you want them signing into the app later (it's optional, and the field says so). Tick at least one Store Location; the first one is pre-ticked for you, and a member with no location can never be made bookable.

Click Create Member. If you gave an email, an Invite step opens right away so you don't have to come back for it.

Give them a Position — bookability comes from it

Every team member holds one Position, picked from the same selector wherever it appears — right on their row, or on the Personal tab when you open their record. A position is the job they do, and what it does for scheduling depends entirely on whether it's linked to a scheduling role — there's no separate "make them bookable" switch anymore:

• Groomer-linked position — needs a skill, gets a calendar column, customers can book them. This is what the old "On Calendar" switch used to control.
• Assistant-linked position — works behind the scenes. Never bookable, never shown to customers, but once rostered they free up time for your bookable staff automatically.
• A pure title (Manager, Receptionist, Owner, or anything with No scheduling role) — just a label, no scheduling effect.

Positions themselves are set up once, business-wide, on Settings → Resources → Positions — see Resources. Day to day, you just pick one from the list here.

Adding someone does not put them on the calendar by itself. Three things must all be true, or customers won't see them:

1. Assign a Groomer-linked position. Pick it from the Position selector on their row.
2. Assign skills. Open the member, go to the Skills tab, and tick the service variants they perform. A service with no skilled, bookable person simply can't be booked by anyone — so this is usually the missing piece. Use Select All to tick a whole category at once, and the category pills show a running "selected / total" count.
3. Give them a location (done at add time, or on the Personal tab).

The Position selector doubles as a quick-create box: type a name that isn't in the list yet and a Create "…" option appears — pick it to create and assign that position in one step, even if your business has no positions at all yet. It's created as a pure title (no scheduling role) at first; link it to Groomer or Assistant afterwards on Settings → Resources → Positions if it should affect bookability.

Reassigning someone away from a Groomer-linked position doesn't touch their existing appointments — only new bookings are affected. If they still have upcoming appointments, the save warns you with a count so you can reassign or complete those first.

To set the hours they actually work, see Staff schedule; the Overview tab shows a read-only summary of that weekly availability.

Give a position its own service list

If every groomer on your team does the same starting set of services, you don't have to tick that list by hand for each new hire. Set it once on the position itself.

Go to Settings → Resources → Positions and create or edit a position. Alongside its name and scheduling role you can tick Services this position does — that's the standard for the role, and it's the only place the list is set. The row then shows how many services the position covers.

On anyone's Skills tab, if their position has a list you'll see a single Apply <Position> services button above the service list. Press it and every service in the list gets ticked immediately — this replaces whatever was already ticked, so it's for setting someone up from scratch or resetting a role's baseline, not for adding a few extra services to an existing list. Nothing is saved to that person until you press Save, so you can adjust the ticks afterwards or back out entirely. If the member has no position, or their position has no list, no button appears.

Applying is always a deliberate press. Assigning someone to a position never applies its services on its own, and editing a position's list never reaches back and changes anyone already saved — it only changes what the next press applies. Deleting a position deletes its list with it; the people who held it keep the services already saved on them.

The Add Team Member dialog works the same way: pick a Position while creating the person, and the apply button appears right there so a new hire starts with the right services before they even have a profile to open.

Pick the right role when you invite them

When you invite someone you choose how much of the app they get. The four built-in roles are not just labels — each grants a real set of permissions:

• Receptionist — book appointments and manage client info (view, add, and edit).
• Staff Member — manage appointments and clients, and view their own timesheets.
• Manager — broad access to almost every feature, short of pay finalisation/integrations and business settings — those stay owner-only by default.
• Custom — you switch individual permissions on by hand (see below).

Send the invite from the add flow, or later from the Invite / Resend button on the member's row. After they accept, set a password, and finish a short welcome flow, the App Access column turns to a green tick. An invite that never arrives is almost always a typo in the address or a spam filter — fix the email and resend.

The mobile app (iOS/Android) is for business owners and accepted staff only. If a staff member tries to sign in on the mobile app before accepting their invite, they'll see a message saying the app is for business owners and staff and their sign-in will be blocked. The fix is simple: have them accept the invite first (from the email link), then sign in to the mobile app. A pending invite that hasn't been accepted does not grant mobile access.

Build a custom permission set (advanced)

Choosing Custom for the booking app opens a detailed access table on the Permissions tab, organised into six fixed sections in this order: Bookings & Front Desk, Clients & Catalog, Money, Team, Insights, and Setup & Admin. Every area inside a section — Calendar, Messages, Clients, Payments, and so on — uses the same three-way control: No access · View · Manage. Pick View to let someone see a screen, or Manage to let them create and edit on it too. These are the same six names that group your own left-hand navigation, so what you grant here lines up with what a teammate actually sees in their sidebar.

A few areas carry an extra Off · On toggle underneath them for a single high-trust action that sits apart from ordinary Manage — for example Refund appointments under Payments, or Delete clients under Clients. These only appear once the area above them is set to at least View; raise the area's access and the extra toggle appears, drop it back to No access and the toggle disappears with it.

Bookings & Front Desk splits Messages and Calls. Where a single "front desk" permission used to cover both, you can now grant one without the other — give someone Messages access to reply to customers without also handing them the call log, or the reverse. Calls carries the callback queue with it.

Money covers Payments and Payroll together. Payments is what lets someone take a payment and run checkout at the counter, with Refund appointments as its carve-out; Payroll is the existing pay-summary and finalisation access. Anyone who already has full appointment access can still check out a customer — that ability moved into its own area, but nobody lost it.

Team → Schedule is not self-service. It shows every member's roster, not just the viewer's own, so it follows the Schedule area under Team like any other screen: View to open it, Manage to add, edit or delete shifts. Someone left at No access doesn't get the Schedule tab at all — on the mobile app it disappears from the Team page and they land on the first tab they do hold. Staff can always see their own upcoming shifts from More, which needs no schedule permission. Note that anyone with calendar access still sees who is working from the appointment calendar's staff columns — that's the calendar, not the roster detail.

Grant Manage and the edit buttons appear, take it away and they're gone; there is no separate "view only" mode to set. If a manager is missing the add/edit buttons on the schedule, it's this area sitting on View.

The same tab controls three separate things you can switch independently, above the six-section table:

• Booking App — the calendar, appointments, and clients. The role buttons live here.
• Phone App — making and receiving business calls. Off unless you turn it on. Turning it off stops their handset ringing immediately — no waiting, no restart, and nobody else on the shared business number is affected. It also closes the two client-record screens the phone app uses to look up callers, since those share this same permission.
• Privacy & Security — access to sensitive client data (PII). This is its own switch on purpose, so a junior can use the booking app without seeing private client details.

You must enable at least one app before the person can be invited. A permission change now takes effect on their very next action in the app — there's nothing to wait for, and nobody is signed out. Any screen they already have open catches up within a few seconds on its own; asking them to close and reopen the app forces it instantly if you don't want to wait even that long.

See everyone's access at a glance

Open the Permissions Overview tab for a single view of every member's access level side by side, plus the share of permissions each one holds. Use it to catch a new hire still sitting with no access, or to confirm a manager actually has what their role needs.

Give each person a calendar colour that stands out

On the Personal tab you can set the colour that marks this person's appointments on the calendar, upload a photo, and fill in contact and address details. When you pick a colour, any shade already used by another team member is flagged, so two of your staff don't end up with near-identical stripes on a busy day.

Schedule a pay rate or raise for a future date

The Employment tab is more than a status box. Set a Hired date first (it's required before any pay rate, and required to mark someone Active). Then Schedule a change to record an hourly rate, commission percentage, or salary — with an optional reason — that takes effect on a date you choose. Future-dated changes show up as Upcoming changes with a countdown, and you can delete one before it lands. For staff paid hourly, a Require clock-in option appears so their pay is calculated from real clocked hours.

Put someone on leave, suspend, or terminate them

The status filter at the top of the list (Active by default) switches between Active, On Leave, Suspended, Terminated, and All Statuses, so a leaver stays out of your way until you need their history. Change the status itself on the member's Employment tab.

Terminating is a deliberate, guarded action. It revokes app access, stops any new work being assigned, but keeps all their past data for your reports. Upcoming appointments are unassigned automatically as part of the termination. If the person still has open clock-ins, unpaid payroll, or pending adjustments, the app blocks the termination and lists exactly what's outstanding — with a one-tap Clock Out All button to clear that blocker on the spot, then Retry.

Remove someone for good (and why you often can't)

The Overview tab has a Danger Zone to delete a member outright. The same blocker check applies: open clock-ins, unpaid payroll, or pending adjustments block the delete, and upcoming appointments are flagged (they get unassigned automatically). In almost every real case the right move is to terminate instead, not delete. Terminated staff drop off the calendar while every historical report stays intact.

Tips

• "Why can't customers book Sarah?" — three things must all be true: a store location, at least one service skill, and a Groomer-linked position. It's usually the missing skill.
• An Assistant position is deliberately never bookable — that's not a bug. It only helps once the person is rostered; it frees up your groomers rather than taking bookings itself.
• A position's service list only affects who you tick next — changing or deleting it never touches a team member you already saved.
• A permission change applies right away — no waiting, no sign-out needed. Their open screens catch up within a few seconds by themselves.
• Privacy & Security is a separate switch. Someone can run the booking app all day without ever seeing private client data unless you turn that one on.
• Can't delete a leaver? You're not meant to — terminate them. The block exists to protect their booking and pay history.

Related

• Staff schedule — the recurring hours behind the Overview tab's availability summary.
• Staff welcome — what a new hire completes on first login before they get access.
• Service catalog — services only appear once a skilled, bookable person can do them.
• Appointment calendar — where each member's colour and column show up.
• Fit more bookings with helpers — set an Assistant position and step sequence to free your groomers and fit more bookings.