# Adding team members and inviting them to sign in

> Add stylists and front desk staff, give them a column on the calendar, invite them to choose a password, and remove or bring back people who leave.

Source: https://docs.fullcolumn.com/team/adding-team-members

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](#who-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

| Setting                                                 | What it does                                                                                                                                                     |
| ------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Takes appointments**                                  | Gives them a column on the calendar, and counts them towards your plan. Turn it off for reception or admin people who never take clients.                        |
| **Bookable online**                                     | Clients can choose them on your booking page. Turned off, they're never booked online, even when a client picks anyone.                                          |
| **Can sign in**                                         | Lets them sign in with their email and a password they choose, or with a PIN on a shared salon device.                                                           |
| **Access**                                              | Staff, Manager or Owner, and fine-tuning what they can do: [roles and permissions](https://docs.fullcolumn.com/team/roles-and-permissions).                                                 |
| **PIN**                                                 | 4 to 6 digits, for switching user on a [shared device](https://docs.fullcolumn.com/team/shared-devices).                                                                                    |
| **Regular hours**                                       | Their usual week. Online booking only offers times inside it: [team hours and the roster](https://docs.fullcolumn.com/team/hours-and-roster).                                               |
| **Price level**                                         | Shown once you have [price levels](https://docs.fullcolumn.com/services/price-levels): whether they charge Junior, Senior or other prices.                                                  |
| **Services they do**                                    | Clients can only book them online for these. At the desk, anything else is marked "doesn't usually do this". A new team member starts with every service ticked. |
| **Commission on services** and **Commission on retail** | Only shown to people who can see pay: [commission rates](https://docs.fullcolumn.com/team/commission).                                                                                      |
| **Short bio**                                           | Shown under their name on your booking page, like "Colour specialist, loves a lived-in blonde".                                                                  |

## 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](https://docs.fullcolumn.com/settings/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](https://docs.fullcolumn.com/team/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](https://docs.fullcolumn.com/getting-started/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](https://docs.fullcolumn.com/settings/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.

> [!WARNING]
> Removing someone doesn't move or cancel their upcoming appointments. Move them to another stylist first, from the calendar's week view of that person. Any left after they're removed still show on the day view, in a column of their own marked "No longer on the team", so you can move them from there.

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](https://docs.fullcolumn.com/settings/security).