Managing Your Team

Add team members to your venue, assign roles and services, set working hours, and manage your staff roster — so your calendar, bookings, and storefront reflect who does what and when.

Where to find it — Web: Sidebar → Team (under Manage). Mobile: More menu → Team.

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Overview

Team management lets you:

• Invite team members via email and assign them a role (Owner, Manager, or Stylist)
• Set each team member's working hours so the calendar and online booking only show available slots
• Assign services to each team member with optional proficiency levels, custom durations, and price overrides
• Edit staff profiles (name, email, bio, calendar colour, photo, Instagram, website, specialties)
• Control capacity settings (waitlist auto-fill, resource preference, bookable online toggle)
• Offboard team members with booking reassignment strategies
• Set up shared-device PINs for kiosk or tablet use

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The team dashboard

On web

The team page uses a split-panel layout:

• Left pane — the team list, showing active staff followed by pending/expired invitations
• Right pane — the selected team member's profile, working hours, settings, and services

The left pane header shows Team Members with a + button to open the invite dialog.

Active staff appear first, each showing their avatar, name, role badge, and email. Below, a PENDING INVITATIONS section shows any outstanding or expired invitations with status badges and action menus (Resend or Revoke).

When no team member is selected, the right pane shows: "Select a team member to view details".

On mobile

The team list shows status pills at the top (Active count, Invited count, Leaders count) followed by staff cards. On iPad, a master-detail layout shows the list on the left and the selected member's detail on the right.

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Inviting a team member

On web

1. Go to Team in the sidebar.
2. Click the + button in the Team Members header.
3. In the Invite Team Member dialog, enter the team member's Email Address (placeholder: "colleague@example.com").
4. Select a Role:

Role option	Display label	What it means
STAFF	"Staff (Stylist)"	Can view own calendar, manage own bookings and clients
MANAGER	"Manager"	Can manage bookings, team (stylists only), and services
OWNER	"Owner"	Full access including billing, venue settings, and all team management

5. Click Send Invitation.

On mobile

1. Go to More → Team.
2. Tap Invite in the header.
3. Enter the team member's Email (placeholder: "staff@example.com").
4. Select a Role using the radio buttons: Stylist, Manager, or Owner.
5. If you have multiple venues, select the Venue.
6. Tap Send Invite.

What happens after inviting

1. The team member receives an email invitation with a link to join.
2. The invitation is valid for 7 days. After that, it expires and must be resent.
3. A pre-configured staff record is created immediately (with a default calendar colour and the selected role).
4. When the team member accepts the invitation, they appear as active in the team list.

Resending or revoking an invitation

• Resend: Click the invitation's action menu → Resend Invitation. This generates a new link and resets the 7-day expiry.
• Revoke: Click Revoke Invitation (or Revoke on web). This permanently removes the invitation and deletes the pre-configured staff record, services, and availability.

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Editing a staff profile

On web

1. Select the team member in the left pane.
2. The Profile tab opens by default.
3. Edit any of the following fields:

Field	Notes
Profile Photo	Upload via the avatar uploader
Name	1–100 characters
Email	Optional, valid email format
Role	Owner, Manager, or Stylist
Calendar Color	Colour swatch selector — auto-assigned on creation to avoid duplicates
Instagram	Handle without the @ symbol (max 30 characters, alphanumeric and dots/underscores)
Website	Full URL (max 500 characters)
Specialties	Up to 6 tags — type and press Enter or comma to add (e.g. "balayage", "curly hair")
Bio	Free-text description

4. Click Save Profile.

On mobile

1. Open the team member's detail screen.
2. Tap Edit Profile.
3. Edit the fields: Name, Email, Role (radio buttons), Bio / Description, Calendar Colour (8 colour swatches).
4. Tap Save Profile.

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Setting working hours

Working hours define when each team member is available for bookings. The calendar and online booking system use these hours to determine available time slots.

On web

1. Select the team member.
2. On the Profile tab, scroll to the Working Hours section.
3. For each day of the week, toggle the switch to set the day as working or off.
4. For working days, set the start time and end time using the dropdowns.
5. Click Save Roster.

On mobile

1. Open the team member's detail screen.
2. Tap Edit next to Schedule.
3. Toggle each day on or off, and set start/end times using the time picker.
4. Tap Save Schedule.

Booking conflict resolution

If you reduce a team member's hours and they have existing future bookings outside the new schedule, OpenChair shows a conflict warning listing the affected bookings (up to 20). You can choose to save anyway (force override) or cancel and adjust the schedule.

Times are stored as minutes from midnight (e.g. 540 = 9:00 AM, 1020 = 5:00 PM). The default schedule for new staff is Monday–Friday, 9:00 AM – 5:00 PM.

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Assigning services

Control which services each team member can perform, with optional proficiency levels, custom durations, and price overrides.

On web

1. Select the team member.
2. Click the Services tab.
3. The Service Proficiency & Overrides table shows all venue services in two groups: Assigned and Available.
4. Tick the checkbox next to each service the team member can perform.
5. For each assigned service, optionally set:

Setting	Options	Notes
Proficiency	Junior, Senior, Master, Expert	Affects availability and scheduling logic
Duration (mins)	Custom number	Overrides the service's base duration for this team member
Price Override	Custom amount	Price difference for this team member (in dollars, stored as cents)

6. Click Save Services.

On mobile

1. Open the team member's detail screen.
2. Tap Edit next to Services.
3. Toggle each service on or off. Tap an enabled service to expand it and set Proficiency Level, Custom Duration, and Price Override.
4. Tap Save Services.

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Capacity and permissions settings

The Capacity & Permissions section on the web (or Settings card on mobile) controls additional staff behaviour:

Setting	Default	What it does
Auto-fill from Waitlist	On	Automatically fills cancelled slots from the waitlist for this team member
Resource Preference	Any Available	Preferred station or room requirement. Options: "Any Available", "Specific Station", "Roaming"
Bookable Online	On	Controls whether the team member appears on the public booking page. Turning this off also sets all working days to non-working.

Shared-device PIN

If your venue uses a shared tablet or kiosk, each team member can set a 4-digit PIN to claim the device under their identity.

1. In the Capacity & Permissions section, find Shared-device PIN.
2. Click Set PIN (or Change PIN if one exists).
3. Enter a 4-digit PIN and confirm it.
4. Click Save.

To remove a PIN, click Clear PIN.

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Roles explained

Role	Can do	Cannot do
Owner	Everything — billing, venue settings, team management (all roles), all bookings, all features	Nothing restricted
Manager	Manage bookings, manage stylists (not other managers or owners), manage services, view reports	Manage billing, delete venue, manage owners or other managers
Stylist	View own calendar, manage own bookings and clients, update own profile and availability	Access other team members' calendars, change venue settings, manage team

Role hierarchy for team management

• Owners can invite and manage all roles (Owner, Manager, Stylist).
• Managers can manage Stylists only — they cannot invite, edit, or offboard other Managers or Owners.
• Stylists cannot access the team management page.

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Offboarding a team member

Offboarding deactivates a team member's account, revokes their login access immediately, and removes their venue membership.

On web

1. Select the team member.
2. In the offboard dialog, review the analysis showing the number of future bookings.
3. Choose a booking strategy:

Strategy	What it does
Move to another Stylist	Transfer all future bookings to a specific team member you select
Assign to House Account	Keep bookings active but unassigned — manage them manually
Cancel All	Cancel all future bookings (with optional client notification)

4. Optionally toggle Notify Clients to send notifications about booking changes.
5. Type the team member's name to confirm.
6. Click Confirm Offboarding.

On mobile

1. Open the team member's detail screen.
2. Tap Remove Team Member.
3. Choose a Booking Strategy (Reassign Bookings, Cancel All, or Move to House).
4. If reassigning, select the target team member.
5. Toggle Notify Clients if needed.
6. Tick "I understand this action is permanent".
7. Tap Remove Team Member.

For full offboarding details, see Staff Offboarding.

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Platform differences

Feature	Web	Mobile
Navigation	Sidebar → Team (under Manage)	More → Team
Layout	Split panel (team list + detail pane with tabs)	List screen → detail screens (master-detail on iPad)
Invite form	Dialog with email + role select + billing notice	Full-screen form with email + role radio buttons + venue selector
Profile editing	Inline in Profile tab (name, email, role, colour, social, specialties, bio)	Separate edit screen (name, email, role, bio, calendar colour)
Working hours	Inline RosterEditor in Profile tab	Separate schedule screen with day cards and time pickers
Service assignment	Table with proficiency/duration/price columns (Profile → Services tab)	Toggle list with expandable proficiency/duration/price fields
Offboard flow	3-step dialog (analysis → strategy → type-name confirmation)	Full-screen form (strategy → reassign → notify → checkbox confirmation)
Invitation management	Action menu on pending rows (Resend / Revoke)	Not available — web only
Shared-device PIN	Set/Change/Clear in Capacity & Permissions	Not available — web only
Access restriction	"Only owners can manage team members" card for non-owners	Invite button hidden for non-owner/manager roles

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Troubleshooting

Issue	Solution
Cannot add more team members	FREE accounts are limited to 1 active team member (including pending invitations). Upgrade to PRO for unlimited team members, or deactivate an existing member first.
Invitation not received	Ask the team member to check their spam/junk folder. Go to Team, find the pending invitation, and click Resend Invitation to send a new email with a fresh 7-day link.
Invitation expired	Invitations expire after 7 days. Find the expired invitation in the team list and click Resend Invitation to generate a new link.
Team member cannot see the calendar	Ensure they have accepted the invitation and their profile is active. Check that their working hours are set — a team member with no working days will not appear on the calendar.
Cannot change a team member's role	Only owners can change roles. Managers can only edit stylists — they cannot promote a stylist to manager or change another manager's role.
Working hours saved but bookings still showing at old times	Existing bookings are not automatically moved when hours change. If you reduced hours, OpenChair warned about conflicts — those bookings need to be manually rescheduled or cancelled.
"Access Restricted" message on the team page	Only venue owners can access the team management page on web. If you are a manager, ask the venue owner to make changes.
Team member's name or photo not updating	Profile changes sync to the linked user account. If the team member also updated their own profile separately, the most recent change wins. Ask them to refresh the app.

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Related Articles

• Team Invitations
• Staff Offboarding
• Staff Schedules & Availability
• Timeclock (Clock In / Clock Out)
• Commission Tracking
• Roles & Access Control
• Managing Your Services
• Using the Calendar

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Last updated: March 2026