Staff Members

What this page is for

What you see

• The heading with the totals: all staff, how many are active, and how many are bookable.
• Export — Excel, CSV, PDF or Print of the staff list.
• Add Staff — only if your role may create staff.
• Search by name or email… and Filters (status and role). Clear all filters resets them.
• One card per person — photo, name, email, roles, status and, for bookable people, when they can be booked. A faded card with a dashed edge is Inactive; a red mark means Suspended. The commission rate shows only to people who may see Finance.
• The pencil, key and bin on each card — edit, Send password link and delete, shown only if your role allows them. The key shows only for Active staff.

How to add a staff member

1. Press Add Staff.
2. Fill in Full Name and Email.
3. Choose how they get a password:
   • Leave Email them a link to set their own password on (it is on at first). They get an email with a link. It works once, for 7 days.
   • Or turn it off and type a Password yourself (at least 8 characters). Use the eye to check what you typed. Then tell them the password.
4. Add a Phone, Bio and Profile Photo if you want.
5. Pick at least one role under Roles.
6. Turn on Bookability if clients should be able to book this person.
7. Press Create Staff.
8. Go to the Schedule page to set when they can be booked. Bookable people with no schedule show "No schedule yet" and cannot be booked.

How to change someone

1. Press the pencil on their card.
2. Change what you need. The password is not in this form: use the key button instead (see below).
3. Press Update Staff.
4. If you set them to Inactive or Suspended, or turn off Bookability, and they have bookings still to come, the form asks what to do:
   • Leave them — the bookings stay as they are.
   • Cancel them and tell the clients — each booking is cancelled and the client gets an email. Wallet and card payments, membership credits and voucher uses are given back.

How to help someone with a password

1. Press the key on their card (Send password link).
2. Press Send link to confirm.
3. They get an email with a link to set a new password. It works once, for 60 minutes.
4. Their current password keeps working until they use the link.

Staff can also do this themselves: on the staff sign-in page, Forgot password? emails them a link. It works once, for 60 minutes.

How to remove someone

1. Press the bin on their card, then Delete to confirm.
2. If the person is linked to bookings, classes, sales or other records, they cannot be deleted. The page offers Set to Inactive instead. This keeps every record and stops them signing in.

Good to know

• Only Active staff can sign in. Inactive and Suspended staff cannot.
• Only the owner can give or take away the Owner role. The last owner cannot be deleted or lose the Owner role.
• Only an owner can change, delete or send a password link to an owner. For everyone else, these buttons are hidden on an owner's card. So a manager cannot change the owner's email.
• Setting a new password signs the person out of every app and browser. They sign in again with the new password.
• Forgot password? gives the same answer whether or not the email belongs to a staff member. This keeps staff emails private.
• Your plan limits how many active staff you can have. The limit is checked when you add someone and when you make an inactive person active again.
• Commission Rate (%) is used only when the person has no commission rule for bookings.
• Deleting cannot be undone. Old photos are removed with the person.
• Roles and their permissions are set in Settings → Roles & Permissions.

Common questions

Why can't I delete a former employee?
They are linked to past records. Use Set to Inactive: they cannot sign in and the history stays.

Why can't I add more staff?
Your plan's staff limit is reached. Make someone inactive or change plan.

Can I reset a colleague's password here?
Yes, if your role may edit staff. Press the key on their card to email them a link. You never see or type their new password.

I added someone, but the link email did not arrive.
Ask them to check their spam folder. Then press the key on their card to send a new link.