Staff
The Staff section is your central hub for managing everyone who works at your clinic — from practitioners and receptionists through to admin staff. You can build your team directory, grant CRM logins, track sales performance, and control exactly what each role is allowed to do.
Find it in the left-hand sidebar under Staff.
The four tabs
The Staff section is divided into four tabs: Overview, Team Members, Leaderboard, and Permissions. The Permissions tab is visible to clinic owners only.
Overview tab
The Overview tab shows a dashboard of four summary cards:
| Card | What it shows |
|---|---|
| Total Staff | The total number of staff records in your clinic |
| Active Staff | The number of staff members marked as currently active |
| Practitioners | The number of staff members with the Practitioner role |
| Total Sales | The combined total sales figure across your whole team |
These figures update in real time as you add staff and record transactions.
Team Members tab
This is where you add, edit, and manage your clinic's staff directory. Each team member appears as a card showing their name, email address, role badge, CRM access status, and their individual sales total.
Adding a new staff member
- Click Add Staff Member in the top-right corner of the Team Members tab.
- Fill in the form fields (see below).
- Click Save.
The new staff member appears in the list immediately.
What each field means
| Field | Required | Description |
|---|---|---|
| First Name | Yes | The staff member's first name |
| Last Name | Yes | The staff member's surname |
| Yes | Their email address — used for CRM invitations | |
| Role | Yes | Their level of access within the CRM (see roles below) |
| Staff Photo | No | A photo displayed on the patient-facing mobile app |
| Bio | No | A short description shown to patients on the mobile app |
The five roles
When adding or inviting a staff member, you choose one of five roles. Each role controls what that person can see and do in the CRM.
Owner Full access to everything — all clinic settings, billing, payout information, team management, and all CRM features. A maximum of four owners is allowed per clinic. Only an existing owner can assign or invite another owner.
Manager Can manage staff, treatments, memberships, appointments, and clinic settings. Does not have access to billing, payouts, or refund processing.
Practitioner Can manage treatments, memberships, rewards, patient records, and appointments. Cannot add patients, delete records, issue refunds, or access billing.
Receptionist Can view patient profiles and manage appointments and check-ins. Cannot edit patient records, manage memberships, or access financial information.
Staff Basic access — can view patient profiles and process check-ins. No access to financial, administrative, or management features.
If you are unsure which role to assign, start with Receptionist for front-of-house team members and Practitioner for clinical staff. You can always change a role later by editing the staff member.
Editing a staff member
Click Edit on any staff card to reopen the form pre-filled with that person's details. Change any field and click Save. This also lets you mark someone as inactive if they are on leave or have left the clinic without deleting their record.
Removing a staff member
Click Remove on the staff card. A confirmation dialogue appears:
Are you sure? This will permanently remove [Name] from your staff. This action cannot be undone.
Click Remove Staff Member to confirm, or Cancel to go back.
Removing a staff member is permanent. Their record — including sales history — will be deleted. If they might return, mark them inactive instead by editing their record and toggling off the active status.
CRM access (login invitations)
A staff member can exist in your team directory without having a CRM login. The small badge on each card shows their current login status:
| Badge | Meaning |
|---|---|
| No login (grey) | No CRM invitation has been sent yet |
| Invited (amber) | An invitation email was sent but they haven't accepted it yet |
| Active (green) | They have accepted the invitation and can log in |
To give a staff member CRM access, click Invite to CRM on their card. Choose their CRM role from the dropdown, then click Send invitation. If email delivery is configured, the invitation goes straight to their inbox. If it is not, a link appears for you to copy and share manually — this link expires after 48 hours.
If a previous invitation expired or was never accepted, click Resend invite to send a fresh one.
The CRM role you choose at the invitation step controls what the person can actually do when they log in. You can change a staff member's role at any time by editing their record.
Leaderboard tab
The Leaderboard tab tracks sales performance and team metrics. It ranks every staff member by their total sales figure, shown in your clinic's currency.
Each entry on the leaderboard shows:
- Rank — the position in the table (the top-ranked person is shown with a 👑 crown instead of a number, and their card has a gold highlight)
- Name and role — the staff member's name with their role badge
- Total sales — their cumulative revenue total
- Appointments — the number of appointments attributed to them
- Average rating — a star rating if patient reviews are enabled and they have ratings recorded
The leaderboard is visible to owners and managers. It will show a placeholder message until your team has served their first clients.
Permissions tab
The Permissions tab is visible only to clinic owners. Managers, practitioners, receptionists, and staff members do not see this tab at all.
What it does
The Permissions tab lets you customise what each role can see and do within the CRM. Rather than accepting the system's built-in defaults, you can turn individual permissions on or off for any non-owner role — and your changes take effect immediately.
The tab is headed Role Permissions with the description: Customise what each role can do in the CRM. The Owner role always has full access and cannot be changed. Toggles save immediately.
How the table is laid out
The table has one row per permission and one column per role:
- Rows — one for each of the 13 configurable permissions (listed below)
- Columns — Owner, Manager, Practitioner, Receptionist, Staff
The Owner column contains toggles that are permanently switched on and greyed out. They cannot be edited. The owner role always has every permission enabled.
The Manager, Practitioner, Receptionist, and Staff columns contain live toggles that you can click to switch on or off.
Toggling a permission
- Find the permission row you want to change.
- Click the toggle in the column for the role you want to change.
- The toggle flips immediately and a small green ✓ Saved confirmation appears beneath it for two seconds.
There is no separate Save button — each toggle saves on its own the moment you click it.
If there is a problem saving, a red notification appears at the top of the screen. The toggle will return to its previous position.
All 13 permissions
| Permission label | What it controls |
|---|---|
| View client profiles | Whether this role can open and read patient records in the CRM |
| Edit client profiles | Whether this role can make changes to a patient's profile details |
| Add new patients | Whether this role can register a new patient record |
| Delete patients | Whether this role can permanently delete a patient record |
| Issue refunds | Whether this role can process a refund against a completed order |
| Cancel memberships | Whether this role can cancel a patient's active membership |
| Write staff notes | Whether this role can add or update the internal staff notes on a patient record |
| Delete staff notes | Whether this role can permanently delete a staff note from a patient record |
| Adjust Beauty Bank balance | Whether this role can manually credit or debit a patient's Beauty Bank (cash wallet) |
| View revenue page | Whether this role can view the revenue and dashboard section |
| View payouts page | Whether this role can view the Payouts section showing Stripe payout history |
| Access app builder | Whether this role can access the App Builder section |
| Manage staff | Whether this role can add, edit, or remove staff members |
Default permissions by role
The table below shows the default state for each permission out of the box. A tick (✅) means on by default; a cross (❌) means off by default. Changes you make in the Permissions tab override these defaults for your clinic.
| Permission | Manager | Practitioner | Receptionist | Staff |
|---|---|---|---|---|
| View client profiles | ✅ | ✅ | ✅ | ✅ |
| Edit client profiles | ✅ | ✅ | ❌ | ❌ |
| Add new patients | ✅ | ❌ | ✅ | ❌ |
| Delete patients | ❌ | ❌ | ❌ | ❌ |
| Issue refunds | ❌ | ❌ | ❌ | ❌ |
| Cancel memberships | ✅ | ❌ | ❌ | ❌ |
| Write staff notes | ✅ | ✅ | ✅ | ✅ |
| Delete staff notes | ✅ | ❌ | ❌ | ❌ |
| Adjust Beauty Bank balance | ✅ | ❌ | ❌ | ❌ |
| View revenue page | ✅ | ✅ | ✅ | ✅ |
| View payouts page | ❌ | ❌ | ❌ | ❌ |
| Access app builder | ✅ | ✅ | ❌ | ❌ |
| Manage staff | ✅ | ❌ | ❌ | ❌ |
What happens when a permission is turned off
When you turn off a permission for a role, members of that role lose access to the relevant feature in the CRM. Depending on the feature, this may mean a button or section is hidden from their view, or they receive an access-denied response if they attempt the action. For example, turning off Issue refunds for the Manager role means no manager will be able to process a refund — that option will not be available to them.
The Owner role is never affected by changes in this table. Owners retain full access regardless.
The Permissions tab shows you the current effective settings for your clinic — the default values for any permission you have not yet customised, and your own saved overrides for any you have changed. You can reset a permission to its default at any time simply by toggling it back.
Common mistakes
Inviting a staff member before adding them to the team directory You must add a person as a staff member first (with their name, email, and role), then invite them to the CRM from their staff card. There is no way to invite someone who is not already in your team directory.
Confusing the staff record role with the CRM login role When you add a person using Add Staff Member, you set their staff role. When you later click Invite to CRM, you choose the CRM login role separately. These should match — but if they get out of sync, edit the staff member's record to correct the role shown on their card.
Expecting a removed staff member's login to keep working Removing a staff member from the team directory also removes their record from the system. If they have an active CRM login, they will no longer be able to sign in. Use the inactive option (via Edit) to preserve the record while temporarily blocking access.
Assuming the Permissions tab affects the Owner Changes made in the Permissions tab never apply to the Owner role. The Owner column is locked, greyed out, and cannot be edited. Owners always have every permission enabled.