Staff and hours

Add a staff member

Choose Add staff member and enter a Name and Email, optionally a Phone, and pick a Color. Customers see the name when they book. The email is where that person's booking notifications go, so it is required here, in Edit details and in the Setup guide alike; nothing is sent to a staff member's phone. An address that isn't one, such as a name typed into the field, is refused. The color marks their bookings in the calendar; it starts on one no other staff member has, so each person's bookings stand out. With only one staff member, the calendar shows no color.

In Edit details, Email can't be left empty; Phone can. Someone added before email was required needs one the next time their details are saved.

Closing an Edit window with changes in it (✕, Esc or Cancel) asks Discard unsaved changes? first: Keep editing goes back to the window as you left it, Discard closes it without saving.

On a phone, each card in the Staff list shows PIN set or No PIN set for an active staff member, as the Portal PIN column does on a computer; a deactivated one shows Inactive.

A staff member is bookable when they are active, do at least one active service, and work at least one weekday every week. A one-off date with hours doesn't count on its own. Until then their page shows Not bookable with the reason, and the Staff page lists them above the table with a button to fix it.

A staff member's page

• Details: contact information, color and role. Edit changes them and the profile picture, in one window.
• Services: what they do. Edit ticks or unticks services. Unticking one also removes this person's own pricing for it.
• Availability: a month calendar of their working hours. Weekly schedule changes their usual week; tapping a date changes that date, or several days in a row. A day marked Not working that still has upcoming bookings says how many (for example "2 bookings"; on a phone, a yellow dot), so you can move or cancel them.
• Staff Portal PIN: whether they have a PIN to sign in to the Staff Portal. Set PIN (or Change PIN) sets it.
• At the bottom of the page: Deactivate staff member (or Activate staff member) and Delete staff member.

Profile and reviews

A staff member's page has two more cards. Profile in the booking window: with Edit, write a Line under the name (for example "Nail artist · 6 years"), a short About and up to six Specialities, separated by commas. Customers see them, with the photo, when they tap the "i" beside the staff member's face in the booking window. Reviews lists what customers left after a visit, newest first. A new review shows To approve and nobody else sees it: tap it, then Show review to show it in the booking window, or Hide review. A shown review can be hidden again. On the Staff list, Reviews to approve marks staff members with reviews waiting. See How customers book.

Working hours

Each staff member has a Weekly schedule: the hours they work on each weekday, every week. Change it with Weekly schedule at the top of the Availability card: tick the days they work, set one or more intervals for each (+ Add interval adds another, for example 09:00–12:00 and 13:00–18:00 around a lunch break), and choose Save. An unticked day is a day off. Dates that have their own hours keep them; the window says how many.

To change one date, or several days in a row, tap a date in the calendar. Edit availability opens with From and To (inclusive) on that date; set To (inclusive) later to cover more days, even into the next month. Then choose one:

• Weekly schedule: the dates follow the weekly schedule again.
• Other hours: their own hours for these dates.
• Not working: the person doesn't work these dates, for example a holiday.
• Break: free time within the day, for example a long lunch; the day's hours stay (see Breaks below).

Before you choose Save, the window says what will change. Over several days, only working days change: usual days off and days the shop is closed all day stay as they are. A single date always changes, even a usual day off. The weekly schedule never changes here.

Bookings are never moved or canceled. If bookings would fall outside the new hours, the window lists them before you save, each linking to the booking. Reschedule or cancel them separately; customers hear about it only then.

A date's own hours always win over the weekly schedule, whichever you changed last. The calendar marks such a date with "This date has its own hours". On the calendar, today is outlined and a day the person doesn't work is a plain gray cell.

For example, Amy works Monday to Saturday and is on holiday 10–23 November. Tap 10 November, set To (inclusive) to 23 November, choose Not working and Save: her 12 working days are marked off, and the two Sundays stay days off. If she comes back on 20 November, tap 20 November, set To (inclusive) to 23 November and choose Weekly schedule.

Breaks

A break is time off within one day, for example a long lunch or a doctor's visit. Staff add it in the Staff Portal: open Availability, tap the date (or set To (inclusive) for several days in a row), choose Break and set its hours. The day's working hours stay as they are; the break is cut out of them. A break can't cover an existing booking: the window names the booking, and Save waits until it is rescheduled or canceled. A break stays when working hours change. To change or remove one, tap it on the calendar, or open its date in Availability, where the date's breaks are listed. A Manager who can manage the team does the same on colleagues' calendars. A whole day away is Not working, not a break; whole-day blocks made before still apply. In the admin you do the same on the staff member's Availability calendar: tap the date and choose Break; under Breaks on this date, Remove takes one away.

Shop closures

Open Settings → Booking rules. Shop closures sits under the main booking settings and has its own save. Choose Add closure, give it a Name customers will see (for example "Christmas"), the From and To dates, and whether the shop is Closed all day or Open only between set hours.

A closure applies to every staff member, including people you add later, except those you choose under Staff working anyway: they keep their own hours on those dates. A date with its own hours doesn't reopen a closed day; only being named in the closure does. Deleting the closure opens the days again as usual.

When bookings already fall on the closure's dates, the closure says how many. You can cancel them from there, with an optional message added to the cancellation email; any deposit is refunded.

Staff order

Choose Staff order on the Staff page to set the order your staff appear in on your booking widget and in the calendar. When a customer picks "Any staff member", ties go to whoever comes first in this order. See How customers book. Staff order appears once you have two or more active staff members.

Roles

Each staff member is Staff or Manager.

• Staff see and manage their own calendar in the Staff Portal.
• Manager adds a Calendar access choice: Own calendar only, View the team, manage own, or View and manage the team.

Team access needs the Studio or Salon plan. On Free or Solo a Manager keeps the role, but works exactly like Staff until you upgrade; nothing has to be set again. See Plans and billing.

The shop owner, signed in to Shopify, always has full access to everything.

The Staff Portal

The Staff Portal is where staff work with their bookings, outside Shopify. The Staff portal card on the Staff page shows the full link for the whole shop: Copy link, or Share Staff Portal to show a QR code with steps to install it as an app on a phone. In a browser, the portal offers Install this app in a one-line bar at the top of its pages (never over the calendar), and on a phone in the ☰ menu as well, even after the bar is closed.

Each person signs in with their own PIN. Set it on their page with Set PIN (4 to 6 digits); "PIN saved" confirms it. The PIN is never shown again after saving. Stay signed in on this device keeps them signed in for 30 days after they last used the portal; without it, they are signed out 12 hours after signing in. Changing or clearing the PIN, or deactivating them, signs them out on every device. Five wrong PINs in a row from one network pause signing in from there for 15 minutes. After 50 wrong PINs for your shop within 24 hours, from anywhere, the portal takes no new sign-ins until those 24 hours are over; anyone already signed in stays signed in. In both cases the sign-in page says so and how long is left, and suggests asking you for a new PIN.

In the portal, staff can:

• see their calendar by day, week or month (swipe sideways for the previous or next one; on a phone, the title at the top opens a date picker; switching between day, week and month keeps the date; a week you come back to opens on the day you had open), and make a New booking (or tap empty time in the calendar). Today shows the time now as a line, bookings already over fade, and a day with no bookings says so; a booking that waits for payment, is completed or is a no-show has a small mark before its time as well as its color; a day they don't work says Not working this day. instead, with a link to change that date in Availability; in a month, each day shows how many bookings it has and a bar for how full it is, not counting canceled bookings and no-shows
• move or cancel bookings until they start, then complete them or mark them as a no-show; each booking shows its booking number, such as #1042, next to the customer's name; a tap on the customer's phone number calls them
• change their own dates under Availability: tap a date, or set To (inclusive) for several days in a row, and choose Weekly schedule, Other hours, Not working or Break. Not working and Other hours never move bookings; the window lists any left outside the new hours. A Break can't cover a booking. On that calendar today is outlined, a day they don't work is a plain gray cell, and a date with its own hours shows them in color. They see their weekly schedule there, but only you change it. A Manager who can manage the team changes colleagues' dates the same way
• set their own pricing under My pricing: tick Use my own price, duration, buffers and deposit on a service to change its values; until then, the fields show the service's own and can't be edited
• choose their language and calendar view under My preferences (the calendar opens on Week until they choose another)

New booking opens on the first day with a free time for the chosen service, at its first free time — from the day the calendar shows, never a day already gone. Before a service is chosen, it shows that day; a staff member with only one service has it chosen already. Opened by tapping empty time, it starts at that time instead. For the customer, search by name (or email or phone, when staff see contact details) and pick them; ✕ clears the choice and the search. For someone new, tap New customer, the last row of the list that opens under the search: what you searched for is filled in, and Search customers takes you back to the search.

Show customer contact details in the Staff Portal on the Staff page decides whether staff see customers' email and phone number, in the portal and in their emails. Managers always see them.

Deactivate or delete

Deactivate staff member keeps the person's record, hours, services and booking history. They stop being offered for new bookings and can't sign in to the Staff Portal. When they have upcoming bookings, the window says how many and when the next one is, for example "Laima has 5 upcoming bookings (next: 28/10/2026, 12:30)", with a link to them on the Calendar. Those bookings stay booked and stay on the Calendar, marked Inactive: move or cancel them so customers aren't left waiting. Past bookings don't count. Activate staff member undoes it. A deactivated person no longer shows among a service's staff; their place on it and their custom price there come back when you activate them.

Delete staff member removes the person for good, and is only possible while they have no bookings at all, of any status. If they have any booking history, the window says so and offers Deactivate instead.