Adding team members and inviting them to sign in

Everyone who works in your salon goes in Settings → Team & roster: the stylists who take appointments, and anyone at the desk who only needs to sign in. Each person has their own column on the calendar (if they take appointments), their own sign-in, and their own access.

#Adding a team member

1. Open Settings → Team & roster. On the calendar you can also choose Team → Add team member….
2. Choose Add team member.
3. Enter their Name. Job title (like "Senior Stylist"), Email and Mobile are optional, and Calendar colour is the colour of their column.
4. Choose whether they take appointments and whether they can sign in. Someone who takes appointments has a column on the calendar and counts towards your plan.
5. Choose Add.

Adding and changing team members needs the permission "Manage the team, permissions and PINs". Owners have every permission, and managers have this one unless it's been taken off them.

#What each setting on a team member does

#Who counts towards your plan

Each team member with Takes appointments turned on (someone with a column on the calendar) counts towards your FullColumn plan. People who sign in but don't take appointments, like a receptionist or a bookkeeper, are free, and you pay for at most 10 team members however many you have.

Removing someone, or turning off Takes appointments for them, takes them off the count. See your plan and billing for the prices.

#Letting a team member sign in

Turn on Can sign in, then give them at least one way in:

• An email address: they sign in with it and a password they choose themselves, on any phone or computer.
• A PIN: they sign in by tapping their name on the salon's shared devices, like the front desk iPad. Without an email, that's the only place they can sign in.

FullColumn won't save someone who can sign in with neither: "To sign in they need an email (to choose a password) or a PIN (for a shared device)". Two people on the team can't use the same email.

#Inviting a team member to choose their password

Nobody sets a password for someone else: each person chooses their own, so nobody else knows it. When you add someone with an email and Can sign in on, Email Mia an invite to choose a password (with their name) is ticked. They get an email with a link that works once, for 7 days, and using it signs them in.

The team list shows where each invite is up to:

• Invited: the link is out and still works.
• Invite expired: it ran out before they chose a password.
• Not invited yet: no invite has been sent.

To send one, open their details and choose Send invite, or Send again for an invite that's out or has run out. Each new link stops the earlier ones working. After sending, Copy link lets you pass it on another way, like a text: it works once, for whoever opens it first, so only send it to them.

#When a team member forgets their password

A team member who forgets their password can choose Forgot password? on the sign-in page and get a link themselves (see signing in).

Someone who manages the team can also send one: open their details and choose Send a link to reset it. Their current password keeps working until they use the link, and the link works for 7 days. Choosing a new password signs them out everywhere else. You change your own password in My account, not here.

#Changing a team member's details

Open them from the list in Settings → Team & roster, or click their name at the top of the calendar and choose Edit Mia’s details… (with their name). Make your changes and choose Save.

• Your own details: you can't change your own access or permissions, or turn off your own sign-in. Changing your own email asks for Your current password.
• Someone who can do things you can't: only the salon owner can change them. Their details show "can do things you can't, so only the salon owner can change their details."
• The order of the team: the arrows on the list (Move up, Move down) set the order of columns on the calendar, of stylists on your booking page and of names on a shared device's lock screen. They're hidden on phones.

#Team members who don't use FullColumn

Some people only need a column: a casual stylist, say, whose appointments the desk books for them. Turn off Can sign in and they show as "No login" in the list. They still have a column, hours and services, and can still be booked online.

#Removing someone who has left

1. Open their details in Settings → Team & roster.
2. Choose Remove. If they have appointments still to come, the confirmation says how many and when the first is ("Leo has 12 appointments still to come, the first on Sat, 24 Oct at 9:00am"), and the button is Remove anyway.
3. Confirm.

They're signed out everywhere and can't sign in (their password, PIN and any invite stop working), their column goes from the calendar and your booking page, and they stop counting towards your plan. Their past appointments, sales and pay stay in your records and reports. Codes they made for setting up shared devices, and haven't been used, are cancelled.

Turning off Takes appointments for someone with appointments still to come asks the same way before saving (Save anyway), and their appointments show in a column marked "Doesn't take appointments".

You can't remove yourself, only an owner can remove an owner, and there must always be at least one owner who can sign in.

#Bringing back a former team member

1. In Settings → Team & roster, turn on Show former team members (it's there once someone has been removed).
2. Open them and choose Restore.
3. Restoring brings them back as they were: their column, and their sign-in if they had one. A password or PIN they had before works again; if they never chose a password, send them an invite.

If someone now on the team uses the email they had, Restore says so ("Mia Newer now uses Mia Stylist’s email…"). Change the email in their details, Save, then Restore.

#Common questions

#Can I add someone without an email address?

Yes. Give them a PIN so they can sign in on the salon's shared devices, or turn off Can sign in if they don't need to sign in at all.

#Can I choose a password for a new team member?

No. They choose their own with the emailed invite, so nobody else ever knows it. If the email doesn't reach them, use Copy link and send it another way.

#Does a receptionist count towards our plan?

Not if Takes appointments is off for them. Only team members with a column on the calendar count.

#Why can't I change a manager's details?

They can do something you can't (like see pay and commission), so only the owner can change them. This stops anyone giving themselves more access through someone else.

#Do I lose someone's history when I remove them?

No. Their appointments, sales, commission and notes stay, and reports still show them for the dates they worked. You can restore them later.

#Why isn't FullColumn support on my team list?

FullColumn support only signs in when an owner lets it, and it's never part of your team or your plan. See security and FullColumn support access.