Staff accounts, roles and permissions
The Staff tab: your own password, invites, Admin vs Staff, calendar assignments, the auto-logout timer and plan caps.
Staff accounts, roles and permissions
Settings → Staff is where you give people their own sign-in, decide what they can reach, and keep the account secure. It has three cards: My account, Staff members and Security settings.
Only an admin can open this tab. For the step by step version of setting your team up, see Add and manage your team.
The one big idea: a login is a person's sign-in to your dashboard. A calendar is a bookable column that clients book. They are separate things, and your plan limits each of them.
My account
Your own password, at the top of the tab.
- Click Change Password.
- Enter a New Password and Confirm Password, at least 8 characters.
- Click Update Password. A Saved pill confirms it.
Staff members
Inviting someone
- Click Add User at the top right of the card. An Invite user form opens.
- Enter their Email. This one is required.
- Enter their Name, if you want one.
- Choose a Role. It starts on Staff; the other choice is Admin.
- For the Staff role, tick the calendars they look after under Calendars they can manage (optional). All ticks every one and Clear unticks them. Admins are not shown this box, because they reach every calendar anyway.
- Click Send invitation.
You will see Invitation sent to their address. They get an email with a link, which takes them to Create your password and then straight into your dashboard. You never choose a password for them.
If that email address already has a ResNeo login, the message instead says they were added and may already have an account. No new email may arrive; they can sign in as usual or use Forgot password? on the login page.
Only active bookable calendars appear in the list, and resource calendars never do. With none set up, the form says Add an active bookable calendar under Calendar availability first.
Admin or Staff
| Admin | Staff | |
|---|---|---|
| Bookings and the diary | Everything | Yes |
| Client details in Contacts | Yes | Yes |
| Hours, breaks and closures under Calendar Availability | Any calendar | Only the calendars assigned to them. The rest are view only |
| Settings tabs | Yes | No. They get Account settings: Your profile and Password |
| Reports | Yes | No |
| Inviting people, changing roles, resetting passwords, the Auto-Logout Timer | Yes | No |
The Role Permissions box at the bottom of the card sums this up on screen: Admin has full access to all settings, staff management, reports and bookings, while Staff work with every booking and guest in the dashboard, and set up hours and services for the calendars you assign.
You cannot change your own role or remove your own login. ResNeo answers You cannot change your own role and You cannot remove yourself. To step back from Admin, make someone else an Admin first and ask them to change you.
Which calendars each person manages
Every Staff row has its own Calendars they manage list. Tick or untick a calendar and it saves as you go, with All and None to move quickly. Admin rows have no list.
If a calendar someone manages is later switched off, an amber note appears on their row: Inactive calendars still listed for this account, followed by the names. Switch the calendar back on under Calendar Availability, or change their assignments here.
Managing people later
Each row ends in four small icon buttons. Hover to see the name:
- Change role (the shield): swaps someone between Staff and Admin, straight away.
- Reset password (the key): opens a Reset Password dialog with one New Password box of at least 8 characters, then Reset Password. Use it only when someone is locked out and cannot use Forgot password?. Tell them the new password in person or by text, not by email, and ask them to change it.
- Resend invitation email (the envelope): sends a fresh sign-in link and confirms A new sign-in link was emailed to them.
- Remove user (the bin): opens a Remove Staff Member dialog, then Remove. Their login stops working immediately. Their calendar, their past and future bookings and their client history all stay exactly where they are, and it frees a login on your plan.
How many logins your plan includes
Your tier caps the number of active logins, and you count as one:
| Plan | Team logins | Bookable calendars |
|---|---|---|
| Appointments Light | 1 | 1 |
| Appointments Plus | 5 | 5 |
| Appointments Pro | Unlimited | Unlimited |
Once every login is used, the Add User button disappears and an amber notice takes its place: your plan allows up to that many team logins, with a link to Settings → Plan. On Appointments Light you are the one login, so there is nobody left to invite. That is the plan, not a fault.
The same limits work in reverse when you downgrade. Moving to a smaller plan is refused while you have more logins than it allows, with Remove extra team members so only one login remains before downgrading to Light or Appointments Plus includes up to 5 team logins. Remove extra team members before downgrading.
Security settings
- Find Security settings at the bottom of the tab.
- Choose an Auto-Logout Timer: 30 minutes, 1 hour, 2 hours, 4 hours, 8 hours, 12 hours, 24 hours or 7 days. This is how long someone can be inactive before ResNeo signs them out.
- Click Save. A Saved pill appears and the card shows Current setting with the time you chose.
New accounts start at 7 days, which is also the longest allowed. It is convenient but loose. A shared front-desk tablet is much safer at 30 minutes or an hour.
The timer applies to everyone at the venue, including you.
Common problems & fixes
| Problem | Likely cause | Fix |
|---|---|---|
| There is no Add User button | Every login your plan includes is in use | Check the table above, then change plan under Settings → Plan |
| No calendars appear when I invite someone | You have no active bookable calendars yet | Add one under Calendar Availability, on the Calendars tab, with Active (bookable) ticked |
| A calendar will not assign | It is switched off, or it is a resource calendar | Switch it back on first. Resource calendars cannot be assigned to a person |
| The invitation never arrived | It went to spam, the address was mistyped, or they already had a ResNeo login | Check the address, use Resend invitation email, or ask them to try Forgot password? on the login page |
| I cannot change my own role | ResNeo will not let anyone change or remove their own login | Ask another admin to do it |
| A team member cannot edit their hours | Their login is not assigned to that calendar | Tick that calendar on their row |
| A team member can change other people's bookings | This is expected. Team members work with bookings on every calendar, as admins do. Their assigned calendars only limit hours, closures and service settings | Nothing to fix |
| Everyone keeps getting signed out | The Auto-Logout Timer is short | Raise it under Security settings, then Save |