How to get here
Click on Staff in the left menu.
Click the + New employee button in the top right corner.
You are now on the Create employee screen.
Step-by-step guide
1. Upload a profile picture (optional)
On the left side of the form you will see a photo placeholder. Click it to open the image uploader. Select an image from your computer (JPEG, PNG or GIF). Crop it to a square and confirm. If you skip this, the employee will get a default avatar.
2. Fill in personal details
Fill in the following fields:
First name (required) – The employee's first name.
Middle name (optional) – Middle name, if they have one.
Last name (required) – The employee's last name.
Email (required) – A valid email address. This is used for login and notifications.
Phone number (required) – Their phone number. The system checks that it matches the format for the selected country.
Date of birth (required) – Select their birthday from the date picker.
Gender (required) – Select Male, Female or Unspecified.
3. Choose a colour
Use the colour picker to select a shade for this employee. This colour is shown on calendars and schedules so you can quickly spot who is who. The default is light grey (#E1E1E1). Choose something that stands out.
4. Assign roles
Open the Roles dropdown.
Select one or more roles for this employee.
Roles determine what the person can see and do in the system.
Important: You can only give someone the Owner role if you are already an Owner. If you are not, that option will be greyed out. The Member role does not appear here because employees are staff, not members.
5. Assign to employee groups (optional)
Open the Employee groups dropdown.
Select the groups this person belongs to (for example "Morning shift" or "Trainers").
Groups help you assign tasks and workflows to a group of people at once.
Need a new group? Click Add new group directly inside the dropdown and create one on the spot.
6. Enter a payroll ID (optional)
If your payroll system uses an ID for this person, enter it in the Payroll employee ID field. This is purely for your own reference and is not required.
7. Select a centre/location
Select the Centre this employee belongs to from the dropdown. It defaults to the centre you currently have selected in the dashboard. This field is required — every employee must be linked to a location.
8. Enter their address
Address line (required) – Street name and number.
Postcode (required) – Postal code.
City (required) – City name.
Country (required) – Start typing and select from the list. Changing country also updates the phone number validation.
9. Add a job title (optional)
Enter the employee's title, such as "Head Instructor" or "Reception". This is shown on their profile.
10. Set availability without shifts (optional)
Open the General availability dropdown and select the weekdays this person is available even when they have no shift scheduled. This is useful for on-call or flexible staff.
11. Write a profile text (optional)
Use the rich text editor to write a short biography or note about this employee. This may be shown on public pages depending on your setup.
12. Configure notifications (optional)
Receive notification on purchase – When enabled, this employee is notified every time a purchase occurs.
Enable new member notifications – When enabled, this employee receives an alert when a new member signs up.
13. Save
Click the Create button in the bottom right corner of the form. The system will validate all your entries, create the employee record, upload the profile picture (if you added one), and redirect you to the new employee's detail page. You will see a green "Creation successful!" notification at the bottom of the screen.
Do you need help?
Write to us at support@bookingboard.io and we will help you.