👥 Managing Staff Members
📝 Overview
This article outlines how to create and manage staff members in the software, including assigning types, setting filters, updating status, and deleting profiles. It is designed to help administrators stay organized and efficient.
🎥 How to Add A Staff Member Video
🧑💼 Staff Members Tab
The Staff Members tab is used to add, update, and delete administrative users, as well as designate which types of Appointments they can offer and when they can be scheduled.
Once you selected the staff members tab at the top of the page, it will take you to existing staff members. On the left side of the page, you can access:
Staff Members
Add New Staff Member
Schedule Templates
👥 Adding, Searching, & Editing Staff Members
Click here to learn how to add a new staff member
Click here to learn how to add a new staff member
⚠️ The term "Staff Member" might be different in your account depending on who and what you're scheduling
Click the Staff Members tab
Select Add New Staff Member
Fill in the General Information section
• First Name, Last Name, and Screen Name are requiredFill out the Profile Information section
• Set Status = Active if the staff member should be bookable
• Set Allow Customers to See = Yes if customers will be booking
• Assign an Access Type
Set login credentials
The password will be temporary. The staff member will be prompted to reset it on first login.
(Optional) Set a weekly recurring schedule and assign services
You do not need to add in Hours and Services if the Staff Member does not have a bookable calendar.
Click Add to complete
Click here to learn how to view and search staff members
Click here to learn how to view and search staff members
When you click the Staff Members tab, you will see a list of all active Staff Member profiles in your account.
To view or edit a profile:
Click the name of the Staff Member.
You will be taken to their profile page, where you can view or modify their schedule, contact info, services, and more.
If your account has a large number of staff, you may need to filter, sort, or search to find a specific profile. The system provides built-in tools to assist with this:
Filter By
Filter By
Use the Filter By tool to narrow the staff list by:
Staff Member Types
Access Types
To apply filters:
Select the values you wish to filter by.
Click Search.
The list will reload, displaying only staff members matching your selections.
Search By
Search By
The Search By tool allows you to search for staff using specific fields.
To search:
Select the desired field(s) to search by (e.g., name, type).
Enter your search term(s).
Click Search.
This is especially useful for large teams or multi-location setups.
Search Text
Search Text
Use this option to search staff members by their name, email, etc.
Sort By
Sort By
The Sort By tool determines how staff profiles are ordered.
By default, staff are sorted by their Sort Order field.
To change the sort criteria:
Use the Sort By drop-down to select a different field (e.g., name, type, access).
The list will refresh accordingly.
Click here to learn how to edit staff members
Click here to learn how to edit staff members
Each Staff Member can be assigned unique schedules and Services, which can be updated at any time:
Click on the Staff Members tab.
Select the desired Staff Member profile.
Use the navigation links on the left-hand side to customize their:
Profile Information
Schedule
Schedule Exceptions
Services offered
Days Off
💡 It’s important to note that the “Open Hours” and “Closed Days” settings under the Settings tab override individual user schedules.
All individual schedules must fall within the organization's global Open Hours. If a staff member's availability is not displaying correctly, you may need to adjust these global settings to accommodate all user schedules.
📶Staff Member Tiers
Staff member restriction means to limit additional staff users being added to the system.
When trying to add a Staff member beyond their threshold limit, you will see the alert below. However, by contacting your sales representative you can purchase staff members without upgrading your current tier level.
Contact Sales by clicking here.
Click here to learn how to upgrade your tier or add staff members
Click here to learn how to upgrade your tier or add staff members
💡 We offer the current tiers:
Bronze Tier: This will allows a maximum of 3 active staff members.
Silver Tier: This will allows a maximum of 6 active staff members.
Gold Tier: This will allows a maximum of 10 active staff members.
How to Upgrade to a New Tier
To add a new staff member, choose the Staff Members tab,
Click the Add New Staff Member option in the upper left corner. You will be able to create an inactive staff but cannot create an active staff as the radio button is disabled.
Select Contact account team link. An automated email will be sent to our Sales/Account team to notify our team to assist with an upgrade.
How to Update the Status of Staff Member
To change the status of a staff member, choose the Staff Members tab.
Select the staff you wish to change.
Select Edit staff member
Change the Status from Active to Inactive or visa versa.
🧾 Staff Member Field Definitions
When creating a new staff member, you make have questions on what each field means.
Click here to review Staff Member Field Definitions
Click here to review Staff Member Field Definitions
Section | Field | Definition |
General Information | First Name | The First name is an "internal" field, meaning it can only be seen by administrative users. It is only used for internal profile records and will not be seen by Customers if they are scheduling their own Appointments. |
General Information | Middle Name | The Middle Name field is similar to the First Name field in that it can only be seen internally. It keeps track of the Staff Members middle name. |
General Information | Last Name | The Last Name field has the same preferences as First Name and Middle Name. It keeps track of the Staff Members last name. |
General Information | Screen Name | The Screen Name is the name of the Staff Member. It displays on the Appointments Page at the top of the column for the staff member. If you are using the Customer View, it is the name that displays in the Staff Members drop down list. |
General Information | Email Address | The Email Address field contains the staff members email address. This is the email address that is used if notification emails are set-up to go to a staff member. |
Profile Information | Status | A Staff Member can have a Status of either "Active" or "Inactive". If the status is Active, it means that the staff member is available for appointments. If the status is set to Inactive, it means that the staff member will not display as being available and have a schedule for appointments in the system. Typically, reception staff, answering service staff, managers and owners would have their status set to inactive. This is because they need to access the system, but don't want to show as being available for appointments. |
Profile Information | Allow Customers to See | This only applies if you are using the Customer View. It controls whether or not the staff member is able to be selected for Appointments on the Customer View. If a Staff Member is active, and this field is set to "no", the staff member will only show in site administration as being available for Appointments. Note that if you only have one Staff Member and are hiding the Staff Member drop down on the Customers View, this value must be set to "yes". You must have at least one Staff Member with this field set to "yes" to let Customers schedule online. |
Profile Information | Access Type | Access Types are the levels of system access assigned to each user who can log in to the system. When a user logs into the system with their login and password, the selected access type will define what account features the user can use. Click Here to see detailed descriptions of the 5 default access types, and additional settings. |
Profile Information | Top Menu Access | When adding a new user or updating existing Staff Members profiles, Administrators can designate what menu bar options the user can see. Click here for more details. |
Profile Information | Staff Member Type | The Staff Member Types are completely user-defined. You can set these to be anything you like. You can create these in the Lists section of site administration. An important use for staff member types is the ability to filter the Appointments report by staff member types. Click here for more details. |
Profile Information | Login | The Login Field is used for the users unique Login. |
Profile Information | Password | The Password Field is used along with the Login field when a user logs in. This is a unique field that requires at least 3 numbers. |
Profile Information | Profile | The Profile Field is intended for information relating to the user's professional profile. |
Profile Information | Notes | The Notes Field is used for any notes relating to the user. This is used for internal reference only and cannot be seen by Customers. |
Profile Information | Schedule | The Schedules functionality allows you to define the specific schedule for each individual user. Please note that the individual Staff Member schedules must fit within your hours set under the Settings tab. If any schedule hours fall outside your open hours, you will need to adjust your open hours. If you have multiple locations and share Staff Members between locations, you can define a specific schedule for each location after assigning the applicable location to the Staff Member. |
Profile Information | Days Off | Days Off can be used to assign specific days off for individual Staff Members. These are days off for only the applicable staff member. For example, if a staff member is out on vacation for a day, the Days Off feature can be used to ensure that no Appointments are available on that date. Remember that days off (days that users are not available for scheduling) are entered in the Closed Days section under the Settings tab. All Staff Members are automatically off on any Closed Days. |
Profile Information | Schedule Exceptions | Schedule Exceptions are used to create additional time for scheduling Appointments on a schedule on a specific date. For example, a user that is typically available for schedules on weekdays only may use Schedule Exceptions to open a specific date that falls on a Saturday for Appointments. Another example, if a user is typically available for Appointments until 5pm but wants to be available until 8pm on one given date, Scheduling Exceptions can be used. Schedule Exceptions replace the existing schedule for a given date, if there is an existing schedule for that date. Exception Schedules are not meant to add additional time on top of an existing schedule for a given date. If you are using the Single Appointment Per Time Slot version of the system, you may only use one (1) schedule exception for any given date. If you are using the Multiple Appointments Per Time Slot version, you may set up multiple times on a given date. In addition, if you want to narrow the hours of Staff Member for a specific date (as opposed to expanding), it is better to utilize the reserve functionality of the system. |
🗂️ Staff Member Types
Staff Member Types help group staff into categories (like "Manager" or "Trainer")
Staff Member Types can be used to filter schedules on the calendar or to run staff-based reports
Staff Filters allow staff to be filtered by additional categories like Areas, Languages, Offerings, etc.
Click here to learn how to add staff member types
Click here to learn how to add staff member types
To create new Staff Member Types:
Click More in the Top Tool Bar, then select Lists. Then on the left hand menu, select Staff Member Types.
Click Add New Staff Member Type on the top right side of the screen.
If you would like to change the default Staff Member Type labels, you can do so by clicking the description link when on the Staff Member Type page.
Click here to learn how to assign staff member types
Click here to learn how to assign staff member types
Once all your Staff Member Types have been created, you can assign them to individual staff profiles:
Click Staff Members in the top tool bar.
Search for or select the desired Staff Member profile.
On the profile form, locate and click the Staff Member Type drop-down field in the Profile information section.
Choose from the list of available Types.
Click Update at the bottom of the screen to save the changes.
Repeat this process for any Staff Member you wish to categorize for filtering elsewhere in the program.
Click here to learn how you can use staff member types with the appointment grid
Click here to learn how you can use staff member types with the appointment grid
You can use the Staff Member Type drop-down on the Appointments tab to filter the calendar view:
Navigate to the Appointments tab.
Locate the Staff Member Types drop-down above the calendar.
Select a type to filter the Appointment Grid by only those staff assigned to that type.
⚠️ If you don’t see this drop-down, the feature may need to be enabled in your settings.
To enable it:
Log in as a Headquarters Administrator.
Click Settings.
Click Appointments.
Locate the preference:
“Enable the ability to display staff members by staff member type on the appointment grid.”Select Yes.
Click Update.
Click here to learn how you can use staff member types with reporting
Click here to learn how you can use staff member types with reporting
Once Staff Member Types have been assigned, you can run filtered reports based on those types:
Click Reports.
In the left hand menu, select Appointment Repots.
Find and click the Staff Member Type drop-down.
Select the type by which to filter your report results.
Set any additional report criteria as needed.
Click Run Report.
🔍 Staff Member Filters
Staff Filters allow you to quickly narrow your search for the appropriate staff member on the administrative side of the system as well as the customer view
Click here to learn how to enable staff member filters
Click here to learn how to enable staff member filters
Enable Filters
Select Settings in the top menu bar
In the left menu, under Preferences, select Staff Members
Scroll to Preference #11 and then choose which filters (up to 5) you want to use
Click Update at the bottom of the screen
Rename Filters (Optional)
Select Settings in the top menu bar
In the left menu, under Preferences, select Terms
Scroll to Preference #12. Please note that renamed filters will show on the customer view, but may still appear as original labels in the backend.
Enable for Customers
Select Settings in the top menu bar
In the left menu, under Preferences, select Customer View
Scroll to Preference #44 and enable the filters you set up
Add Filter Values
Go to More in the top header and then choose Lists
Choose a filter type in the left hand menu (e.g., Language)
Click Add New and fill in your options
Assign Filters to Staff
Select the Staff Members tab from the top menu
Choose the staff member you'd like to assign the filters to
Check the appropriate options
Select Update at the bottom of the screen
Click here to learn how to create or rename staff types
Click here to learn how to create or rename staff types
To create or rename staff types:
Under the More button in the top menu, select Lists
Select Staff Member Types from the left menu
Click Add New Staff Member Type
To rename an existing type, click its name and edit the label
Click here to learn how to assign types to a profile
Click here to learn how to assign types to a profile
To assign types to a profile:
Go to Staff Members
Choose the Staff profile you want to edit
Choose a value in the Staff Member Type dropdown
Click Update at the bottom of the screen
❌ Deleting Staff Profiles
⚠️ Only Headquarters Admins or Location Admins can delete staff.
Appointments assigned to deleted users:
Will no longer appear on the calendar
Will still show in Reports and Customer History, marked as (deleted)
We recommend reassigning appointments before deleting the user.
Click here to learn how to permanently delete staff profiles
Click here to learn how to permanently delete staff profiles
Go to the Staff Members tab
Click the trash can icon next to the user
Confirm the deletion
📊 Staff Member Summary Report
The Staff Member Summary Report is ideal for tracking how frequently each Staff Member is scheduled for the services they offer. It helps identify scheduling patterns and customer load distribution across your team.
The report displays:
The total number of appointments per Staff Member
The total number of customers tied to those appointments
The average number of visits (appointments) per customer
⚠️ This report is available to Headquarters and Location Administrators only.
Click here to learn how to access, run, and view the staff member summary report
Click here to learn how to access, run, and view the staff member summary report
Accessing the Report
To view the Staff Member Summary Report:
Click the Reports tab.
Select the Staff Member Summary Reports link.
The term “Staff Member” may appear differently in your account based on your customized terminology settings. For example, you may see Schedules, Doctors, or Instructors instead.
Running the Report
To run the Staff Member Summary Report:
Use the Filter section at the top of the report to narrow the results by specific categories. Select the “Complete” Appointment Status to only include completed appointments in the report.
Scroll down and choose from the available View Options to display your report results in either:
HTML (web browser)
Excel (Microsoft Excel spreadsheet)
Report Views
You can select your preferred format using the View Options located at the bottom of the report page:
HTML: Displays the report in a web-friendly format directly in your browser.
Excel: Exports the report as a .xlsx spreadsheet for Microsoft Excel.
📝 Tips & Reminders
You must have available staff slots (per your tier) to add active profiles
Use Staff Filters and Types to improve scheduling, reporting, and team management
Rename filters and types to match your business needs
Always reassign appointments before deleting staff
Deactivate users if you may need their data later — it preserves history without using an active seat
Customers only see staff who are Active and set to visible
❓ FAQs
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Why isn't the Staff Member dropdown showing on the Customer View?
Click here to view answer
Click here to view answer
If you're unable to view the Staff Member drop-down field while scheduling through the Customer View, there are a few settings you can check to ensure it is enabled. Below are the most common preferences that may impact its visibility:
Hide the only Staff Member
Go to: Settings > Staff Members > Preference #3
If your account only has one active Staff Member profile, this setting may automatically hide the drop-down field. Disabling this preference will ensure the drop-down remains visible, even with only one staff member available.
Default to "No Preference" and hide the drop-down
Go to: Settings > Customer View > Preference #46
Enabling this preference will remove the Staff Member drop-down and default to showing all available times across your active staff. This behavior mimics the “No Preference” setting (Preference #45), except customers won't have to choose that option — the system handles it automatically.
If a customer selects the Service first, the system will only show available times for staff assigned to that service.
Don’t display the Staff Member in notifications
If you are customizing email notifications for appointments and choose not to show Staff Member information, be sure to remove any Staff Member merge tokens from the email body. This only affects the email content — not the drop-down field itself — but it's helpful to know when controlling what the customer sees.
Why can't I select a staff member for my event?
Click here to view answer
Click here to view answer
Staff members can't be assigned to an event if staff sharing is turned on for multiple locations.
The staff sharing preference can be found at:
Settings Tab > Locations > Preference #7
Only use this preference if you have more than one location.
Why is the event is displaying the wrong staff member?
Click here to view answer
Click here to view answer
On the appointment grid, the event can only show 1 staff member. To display the correct staff member, make sure to uncheck the event in the Services Offered section of the staff member profiles who are not scheduled to lead the event. This will happen if you have Services preference #3 set to "yes" which assigns all new services/events to staff members.