Invite staff to the admin

Send an invite

1. Open Settings (the cog at the bottom of the menu; on a phone, under More) and choose Staff in the People group.
2. Select Invite.
3. Type the person’s e-mail and choose a role: Admin, Front desk or Teacher.
4. Select Send invite.

The person gets an e-mail in their language with a one-time link. It is valid for 7 days. Opening it signs them in and gives them the role. No password is created for them. Staff sign in with a code or a link sent to their e-mail, or with Google. Anyone on the team can later add a password in My profile, Sign-in and security; it always works together with a code from an authenticator app (see Sign in to the admin with a password). Until they accept, the list shows them as Invited; after that, Active.

If the link expired or got lost, send the invite again. Only the newest link works.

Who can invite

• The owner can invite any role and is the only one who can make or remove admins.
• Admins can invite front desk and teachers.
• Front desk and teachers cannot invite anyone.

How many staff logins your plan includes

Free includes 1 staff login, which is the owner’s, so inviting staff starts on Starter. Starter includes 5, Growth 15 and Pro unlimited. Invites not yet accepted hold a seat. A teacher who only appears on the schedule does not need a login, so you can list every teacher on any plan.

Change a role or remove someone

Open the person on Staff and select Edit to change their role or, as the owner, their extra permissions. Select Remove from staff to take away admin access. They lose access at once and any extra permissions are removed, but they keep their member account, passes and bookings.

Personal details and status

Select a person on Staff to open their sheet. The owner and admins see a Personal details panel there:

• Registered, Status and Last sign-in, read only. Active means the person accepted the invite and can sign in; someone who has not accepted yet, or was archived, is Inactive.
• Optional Gender, Address, City, State or province and Postal code, saved with Save personal details. Personal details can be added once the invite is accepted. Postal codes take any format, up to 20 characters. A gender in the person’s own words needs their written consent, which you confirm with a tick.

Only the owner and admins see these details, never members. An admin can read the owner’s details but only the owner changes them. Each person can also fill in their own in My profile.

To tell your team how the studio uses their details, publish the Privacy notice for your team in Settings, Privacy and legal, on the Documents for your members tab. Your team finds it from My profile.

Note: If someone sees “This area is for studio staff” after signing in, they used a different e-mail from the one you invited. Ask them to sign in with the invited address, or invite the address they use.

Teachers

Inviting someone as a teacher gives them a login. Their public profile (photo, bio, Instagram, the name on the schedule) lives on the Teachers page. Once they accept the invite and show as Active, open their profile on Teachers and pick their name under Staff login to link the two. Until then, they see “No teacher profile” when they sign in.