Creating and Activating a Staff Member

This guide walks you through the full lifecycle of adding a new staff member — from sending the invitation to making them bookable by clients.

Growing your team is exciting, but getting a new person set up for bookings has a few steps. You need to invite them, wait for them to accept, activate them as bookable, and then assign the services they'll perform and set their working hours. This guide walks through each step in order so nobody gets skipped or left in a half-ready state where clients can't book them.

Overview

Adding a bookable staff member involves four stages:

1. Invite the person by email
2. They accept and join your studio
3. You activate them as bookable (which also unlocks working hours and service assignments)
4. You assign their services and set their weekly schedule

Step 1: Send the Invitation

1. Open Studio in the left sidebar, then click Billing & Staff. This opens the Billing & studios page, where the People table lists everyone in your studio.
2. In the People section, click Add staff.
3. Enter the staff member's email — this is required. There's no name field in this dialog; they set their own name when they accept the invite.
4. Select their role:
   • Provider — can manage their own appointments and availability.
   • Admin — has full access to studio settings, billing, and other staff.
5. Click Send invite.

The person will receive an email with a link to join your studio. While the invite is pending, they appear in the People table with an amber Invited status.

Sending an invite does not change billing. Billing is reviewed when a staff member is activated as bookable.

Step 2: Staff Member Accepts the Invite

The invited person clicks the link in their email, creates an account (or signs in to an existing one), and joins your studio. Once they accept, their name and profile replace the pending invite row in the People table.

Step 3: Activate as Bookable

Activation is what makes a staff member appear in the booking calendar and on your public booking page.

1. In the People table (Billing & Staff), find the person's status column — a new teammate starts Inactive (amber dot).
2. Click the Inactive status pill to activate them. There's no separate profile page to open first — status flips right there in the table.
3. If activating them would increase what you pay, a billing dialog appears: Confirm Provider Upgrade (if you can approve it) or Billing Approval Needed (if you can't — it names your billing admin to ask instead). Check the confirmation box and click Approve and save.
4. If activating them doesn't change your bill, they're activated immediately with no dialog.

Once active, the status pill turns into a green Active indicator. Inactive staff show an amber Inactive indicator.

Service assignments and weekly hours are only available for bookable (active) staff — both the assignment matrix and the Staff hours list only include activated providers. Activate them first, then fill in the rest.

Step 4: Assign Services

After activating, you can assign which services this staff member can perform.

1. Go to Services in the left sidebar, then the Assignments tab. This opens the Service assignments matrix — providers as rows, services as columns.
2. Tap a cell to assign or unassign that provider for a service, or tap a column header to assign/unassign everyone at once.
3. From the People table you can also click a teammate's Edit action to open their details, where a Service assignments link shows their current count and jumps straight to the matrix.

Services must be created before they can be assigned. See Creating Services and Variants.

Step 5: Set Working Hours

1. Go to Studio → Hours. Below the studio's own opening hours, the Staff hours section lists every bookable provider.
2. Click Set next to their name (or Edit if they already have custom hours). This opens a "[Name] — weekly hours" dialog.
3. For each day, toggle it on to make it a working day.
4. Set the start and end times.
5. Click Save changes.

Staff working hours define when appointments can be booked for them. Leave every day off to have that provider follow the studio's own hours instead of a custom schedule.

Summary