Add and manage your team

Add and manage your team

Give the people you work with their own sign-in, decide what they can reach, and keep the account secure. This page takes you from inviting someone to removing them, step by step.

The one big idea: a calendar is a bookable column that clients book. A login is a person's sign-in to your dashboard. They are separate things, and your plan limits calendars only.

A person who takes bookings but never signs in needs a calendar only. A receptionist who runs the diary but is never booked needs a login only. Most people need both. Calendars are added under Calendar Availability, logins under Settings, then the Staff tab.

Before you start

• Sign in as the owner or an admin. Only they can open the Staff tab.
• If you set up the business yourself, you are its owner. Nobody else can change your role or remove you. See The owner and transferring ownership.
• Invite as many people as you need on any plan. Your plan only limits bookable calendars: Light has 1, Plus up to 5, Pro unlimited. Someone who takes bookings needs a calendar. A receptionist or admin does not. Changing plan never asks you to remove anyone.

The Staff tab at a glance

Open Settings from the sidebar, then the Staff tab. You see three cards:

• Your team: everyone on your team, the Invite someone button, and a fold-out guide called What can each role do?. The guide is open while you are the only person on the team.
• Your password: your own password.
• Signing out after a break: how long ResNeo waits before signing an idle person out.

Step 1: Invite someone

1. On the Staff tab, click Invite someone. A form opens, headed Invite someone to your team.
2. Under 1. Who are you inviting?, type Their name and Their email address. Only the email is needed. The invitation goes to that address, and they sign in with it.
3. Under 2. What will they do?, choose Staff, Front desk or Admin. It starts on Staff. Step 2 below helps you choose.
4. For Staff or Front desk, under 3. Which calendars are theirs?, tick the calendars that belong to them. A receptionist who doesn't take appointments themselves usually needs none.
5. For Staff or Front desk, under 4. What can they see?, check the three settings. The standard choices suit most teams. Step 3 below explains them.
6. Click Send invitation.

If you are the owner and you invite an Admin, the form asks 3. What else can they manage? instead, with Billing, payouts and admins and Can export client data. Both start unticked. If you are an admin, the form explains that only the owner can change those.

What happens next

A green message confirms the invitation, for example Invitation sent to their address. They get an email with a link to choose their own password and sign in. You never choose a password for them.

Their row shows Invited until they accept. You can change everything you chose at any time.

Good to know: if they already have a ResNeo login, for example at another business, the message says there's no password to set and that they'll see your invitation next time they sign in. They choose Join, then switch between businesses from the menu. See Working at more than one business.

Where ResNeo doesn't offer shared logins yet, the invitation is refused with We can't add this email right now. Try a different email, or contact ResNeo support. ResNeo never tells you where else someone works.

Only active calendars can be chosen. A calendar that is switched off is not in the list, and resource calendars never are. With none set up, the form says You have no bookable calendars yet. Add one under Calendar availability, then tick it here. Create one under Calendar Availability, on the Calendars tab, with Active (bookable) ticked.

Step 2: Choose the right role

There are four roles:

• Owner: the person the business belongs to. There is one, ResNeo sets it, and only a transfer changes it.
• Admin: runs the business day to day. Choose it for a manager or business partner you trust with settings, prices and reports.
• Front desk: takes bookings and payments, with the Front desk till settings. Choose it for a receptionist who books for everyone and takes payments.
• Staff: works with clients, with the Staff till settings. Choose it for a stylist, therapist or practitioner who looks after their own clients.

Not sure? Choose Staff. You can change anyone's role at any time.

Front desk and Staff work the same way everywhere except the till. If you use Checkout, you choose what each can do there under Settings, then Checkout, in Who can do what. The picture compares an Admin with Staff. Front desk matches Staff, except at the till.

	Admin	Staff
Bookings and the diary	Everything	Yes, on everyone's calendar, unless you limit it in Step 3
Client details in Contacts	Yes	Yes. You can hide phone numbers and emails in Step 3
Hours, breaks and service settings	Any calendar	Only their own calendars
Settings and Reports	Yes. The plan, billing and payouts also need Billing, payouts and admins	No. They get Account settings, with Your profile and Password
The team	Invite and look after Front desk and Staff	No

Everything each role can do is in Roles and permissions.

New admins start without the money side. A new admin can't manage billing, payouts or other admins, and can't export client data, until the owner ticks Billing, payouts and admins and Can export client data for them.

Step 3: Choose what they can see

Front desk and Staff have three more settings. You choose them under 4. What can they see? when you invite someone, or later under What they can see when you manage them.

Setting	What it does	Choose this when
Can see client phone numbers and emails	Ticked as standard. Unticked, they see Hidden in place of phone numbers and emails	Untick it for someone who shouldn't keep your clients' numbers, such as a self-employed stylist
Other people's diaries	Can book and change (the standard), View only or Hidden	View only for a stylist who should see colleagues' bookings but not change them. Hidden for someone who should only see their own diary
Can export client data	Shows or hides the buttons that download client lists. Unticked as standard	Tick it only for someone who sends mailings or runs client lists for you

The details are in Hiding client phone numbers and emails and Who can see and work other people's diaries.

Their calendars

The calendars you tick under Their calendars belong to that person. They can set the hours, breaks and service settings for those calendars. With View only or Hidden, those are also the only calendars they can book. Admins have no list, because they reach everything already.

If someone is set to View only or Hidden with no calendar, ResNeo warns you: with View only they can look but not book, and with Hidden they see no bookings.

Managing people later

Each person's row shows their name, their role, and a one-line summary of their settings, such as Calendar: Jess · Client phone numbers and emails hidden · Other diaries: View only. You may also see:

• Invited: they haven't accepted their invitation yet.
• Not signed in yet: they accepted, but haven't signed in.
• You: this is your own row.

Open someone's settings

1. On the Staff tab, find their row in Your team.
2. Click Manage. Their settings open below, and the button changes to Done.
3. Change what you need. Each change saves straight away, and Saved appears.
4. Click Done to fold it away.

Change their role

1. Click Manage on their row.
2. Under Role, choose Staff, Front desk or Admin.
3. ResNeo explains what will change and asks, for example, Change Jess's role to Front desk? or Make Jess an admin?. Click Change role, or Keep it as it is.

Admin is only offered to the owner and to admins with Billing, payouts and admins.

Change their calendars or what they can see

1. Click Manage on their row.
2. Under Their calendars, tick or untick calendars. With more than one calendar, Tick all and Untick all move quickly.
3. Under What they can see, change any of the three settings from Step 3.

On an admin's row, the owner sees What else they can manage instead, with Billing, payouts and admins and Can export client data.

Help them sign in

Click Manage on their row and look under Signing in.

• They haven't accepted yet: click Resend invitation. ResNeo confirms it and shows the address it went to. Check the address is right.
• They can't sign in: first suggest Forgot password? on the sign-in page. Or click Email a sign-in link to send them a fresh link.
• They're locked out and can't get email: click Set a new password. A window opens: Set a new password for their name. Type a New password of at least 8 characters and click Set password. Tell them it in person, and ask them to choose their own after they sign in.

Set a new password is refused in two cases:

• They haven't accepted their invite yet. Use Resend invitation instead.
• You can't set a password for this person, because they manage their own ResNeo login. Ask them to use Forgot password on the sign-in page. This happens when their login is also used at another business.

Remove someone

1. Click Manage on their row.
2. At the bottom, click the red button with their first name, such as Remove Jess.
3. ResNeo asks Remove [their name] from your team?. Click Remove.

They can't sign in to your business any more. Their bookings stay in your diary, and their calendar stays bookable. To stop new bookings on it, untick Active (bookable) for that calendar under Calendar Availability.

If they haven't accepted their invitation yet, the bottom of Manage says Cancel their invitation instead. Click Cancel invitation, then Cancel invitation again in the window that asks Cancel the invitation for [their name]?. The email we sent them no longer lets them in, and you can invite them again any time.

Rows you can't change

• The owner's row has no Manage button. The owner sees Transfer ownership there instead.
• Your own row says To change your own role or settings, ask the owner or another admin.
• Another admin's row, if you're an admin without Billing, payouts and admins, says Only the owner, or an admin they allow, can change another admin.

Change your own password

1. In the Your password card, click Change your password.
2. Type a New password of at least 8 characters, then type it again under Type it again.
3. Click Save new password. ResNeo confirms Your password is changed.

Keep the account secure

1. Find the Signing out after a break card.
2. Under Sign people out after, choose 30 minutes, 1 hour, 2 hours, 4 hours, 8 hours, 12 hours, 24 hours or 7 days. It applies to everyone on your team.
3. Click Save. A Saved pill appears, and the card shows Right now with the time you chose.

New accounts start at 7 days, which is also the longest allowed. That is convenient but loose. A shared front-desk tablet is much safer at 30 minutes or an hour.

Common problems & fixes

Problem	Likely cause	Fix
No calendars appear when I invite someone	You have no active bookable calendars yet	Add one under Calendar Availability, Calendars tab
A calendar is missing from the list	It is switched off, or it is a resource calendar	Tick Active (bookable) for that calendar first. Resource calendars never belong to a person
This person is already on your team. Find them in the list to resend their invitation.	They are already on your list	Click Manage on their row, then Resend invitation
The invitation never arrived	It went to spam, the address was mistyped, or they already had a ResNeo login	Check the address under Signing in, then click Resend invitation, or ask them to try Forgot password? on the sign-in page
We can't add this email right now. Try a different email, or contact ResNeo support.	That email can't be added to your team yet	Try a different email address, or contact ResNeo support
There is no Manage button on my own row	Nobody can change their own role or settings	Ask the owner, or another admin
Admin is missing when I invite or change a role	You are an admin without Billing, payouts and admins	Ask the owner to make the change
A team member cannot edit their hours	That calendar isn't one of theirs	Click Manage on their row and tick it under Their calendars
A team member can change other people's bookings	Their Other people's diaries is on Can book and change, the standard	Choose View only or Hidden under What they can see
A team member sees Hidden for phone numbers	Can see client phone numbers and emails is unticked for them	Tick it under What they can see if they should see them
Set a new password was refused	They haven't accepted their invite, or they manage their own ResNeo login	Use Resend invitation, or ask them to use Forgot password?
You've sent a lot of invites today. Please try again tomorrow.	Invitations and resent invitations share a limit of 30 a day for your business	Try again tomorrow

Next steps

• Roles and permissions
• Hiding client phone numbers and emails
• Who can see and work other people's diaries
• Business & calendar hours
• Set up your services
• A tour of your dashboard