IN BRIEF:
Learn how to use the STAFF page to create and manage staff profiles, assign permissions, and provide login credentials for new staff members. Profiles also control access to the Office Portal, Time Clock, and Customer Portal/Mobile App visibility.

• Overview
• Accessing the Feature
  • Prerequisites
• Step-By-Step Instructions
  • Advanced Options
• Editing an Existing Staff Profile
• Editing Your Own Staff Profile
• Troubleshooting & FAQ
• Related Articles

Overview

A Staff profile gives an employee secure access to the Office Portal, Time Clock, and (optionally) visibility on the Customer Portal/Mobile App. The steps below walk you through creating a profile, assigning permissions, and maintaining profile details.

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Accessing the Feature

1. Navigate to the STAFF page.
2. Select New Staff.

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Prerequisites

Before adding staff, be sure to:

• Create Staff Roles under SETTINGS>SETUP>STAFF SETTINGS.
• Create Staff User Groups to bundle permission sets.

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Step-By-Step Instructions

1. On the Staff page, select New Staff.
   
2. On the Details tab, enter all required information.
   • Staff name or nickname
     • NOTE: If options to show instructors are enabled, the full name entered here will display on the Customer Portal/Check-In Kiosk. Adjust the Customer Staff Display option under STAFF SETTINGS to control what customers see.
   • Staff Role (primary role)
   • Status (Active/Inactive)
   • Hire date / Release date
   • Birth date
   • Login Information
     • NOTE: Enter username only at this point. A password can only be assigned after the profile has been saved.
   • Customer Portal Bio (if staff bios are displayed on the Customer Portal)
   • Contact information (phones, addresses, emails)
     • NOTE: Email address is a required field. The address must be unique, and staff members will be required to verify this email address.
       • A message will be displayed until the staff member's email address has been verified.
       • Email verification will be required any time a staff member's email address is updated.
   • Notes
3. Select the Permissions tab to grant access:
   
   • Choose the Location(s) this staff member can access.
   • Assign one or more User Group(s) or enable Admin Access (Full Permissions).
   • To grant additional permissions beyond those inherited from the User Group, enable the specific items under Staff Permissions.
     • NOTE: Only additional permissions can be granted. Permissions inherited from the User Group cannot be revoked.
4. (optional) Open additional tabs to complete staff profile data:
   • Keywords – tag the staff member for easier filtering.
   • Time Clock – assign default role and other clock settings.
   • Notes – internal-only notes about the employee.
   • Custom Fields – any organization‑specific fields you have created.
5. Select Save to create the profile.
6. Return to the Details tab and either enter a temporary password, or select Reset Password via Email to send the staff member a link to set up their own password.
   

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Advanced Options

• If Two‑Factor Authentication is enabled, use Reset Two‑Factor Authentication to clear the staff member’s authentication token.
• Passwords must contain at least 8 characters and cannot appear on common‑password lists.
• If no default Staff Role is selected, the Time Clock assigns the default Staff Role assigned under SETTINGS>SETUP>STAFF SETTINGS>STAFF ROLE.

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Editing an Existing Staff Profile

Only users with Admin Access (Full Permissions) can edit staff details.

1. Navigate to the STAFF page.
2. Select the edit (pencil) icon next to the staff member.
3. Update the necessary information.
4. Select Save.

NOTE: Staff must log out and back in for changes to passwords or permissions to take effect.

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Editing Your Own Staff Profile

Business Owner (admin) accounts can edit all profile details. Staff members with Admin Access can edit limited fields on their own profiles:

Editable

• Profile image
• First/Last name
• Password (and reset options)
• Customer Portal Bio
• Other Details, Addresses, Phone numbers, Emails

View‑only:

• Hire date
• Release date
• Role
• Login Information
  • Status
  • Username

All other tabs are hidden or blocked based on user permissions.

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Troubleshooting & FAQ

• Why can’t I assign a password while creating the staff profile?
  • Passwords can only be created once the profile is saved to ensure the username is unique.
• How do I change the name customers see for Instructors?
  • Adjust Customer Staff Display in SETTINGS>SETUP>STAFF SETTINGS.
• The staff member cannot see a menu item they need.
  • Verify the User Group includes the required permission to access the item, or enable the permission specifically for that staff member on the Permissions tab of their profile.

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Related Articles

• How Do I Configure Staff Permissions and User Groups?
• What Are the Staff Settings Options?
• What is Two-Factor Authentication?
• How Do Staff Members Clock In/Out of the Time Clock?

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