Staff accounts, roles and permissions

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: Your team, Your password and Signing out after a break.

Only the owner and admins can open this tab. This page explains what is on it. For a step-by-step walk through inviting someone, choosing their role and settings, and changing or removing them later, 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. Your plan limits calendars only, so you can invite as many people as you need.

Your team

The first card lists everyone on your team, with an Invite someone button at the top.

What can each role do?

This fold-out guide sits above the list. It sets the four roles side by side: Owner, Admin, Front desk and Staff, who each one suits, and what each can and can't do. It is open while you are the only person on the team. Click it to open or close it.

In short:

• Admin for a manager or business partner you trust with settings, prices and reports.
• Front desk for a receptionist who books for everyone and takes payments.
• Staff for a stylist, therapist or practitioner who looks after their own clients.

Front desk and Staff differ only at the till, where each has its own till permissions under Settings, then Checkout, in Who can do what. The full comparison is in Roles and permissions.

The invite form

Invite someone opens Invite someone to your team, in four parts:

1. Who are you inviting?: Their name and Their email address. Only the email is needed.
2. What will they do?: Staff, Front desk or Admin. Admin is only offered to the owner and to admins with Billing, payouts and admins.
3. Which calendars are theirs?: for Front desk and Staff, the calendars that belong to them. Only active bookable calendars appear, never resource calendars.
4. What can they see?: for Front desk and Staff, Can see client phone numbers and emails, Other people's diaries and Can export client data.

When the owner invites an admin, part 3 is What else can they manage?, with Billing, payouts and admins and Can export client data.

Click Send invitation. ResNeo emails them a link to choose their own password and sign in. You never choose a password for them. If you invite someone as an admin and you are not the owner, ResNeo also emails the owner to let them know.

If that email already has a ResNeo login, the message says so: they'll see your invitation next time they sign in, or they can sign in as usual. Someone who works at another business keeps their one login and chooses Join. Where ResNeo doesn't offer that yet, the invite is refused with We can't add this email right now. Try a different email, or contact ResNeo support. For privacy, ResNeo never tells you where else someone works. See Working at more than one business.

Invitations and resent invitations share a limit of 30 a day for your business. Past that, ResNeo says You've sent a lot of invites today. Please try again tomorrow.

Each person's row

A row shows their name and email, their role, and a one-line summary of their settings, such as Calendar: Jess · Other diaries: View only. It may also show Invited (they haven't accepted yet), Not signed in yet or You (your own row).

Manage

Manage on a row opens everything you can change about that person, and turns into Done. Every change saves straight away, and Saved appears.

• Role: choose Staff, Front desk or Admin. ResNeo explains the change and asks you to confirm with Change role, or Keep it as it is.
• Their calendars: tick the calendars that belong to them, with Tick all and Untick all when you have more than one. A calendar that has been switched off shows as Also theirs, but switched off.
• What they can see: the three settings for Front desk and Staff. See Hiding client phone numbers and emails and Who can see and work other people's diaries.
• What else they can manage: on an admin's row, for the owner only. Billing, payouts and admins lets that admin manage your plan, payouts and other admins. Can export client data lets them download client lists.
• Signing in: Resend invitation while they haven't accepted. After that, Email a sign-in link and Set a new password.
• Remove: the red button with their first name. Their bookings stay in your diary, and their calendar stays bookable until you untick Active (bookable) under Calendar Availability. For someone who hasn't accepted their invitation yet, the button reads Cancel invitation instead.

Rows without Manage

• The owner's row. The owner sees Transfer ownership there. Everyone else sees Only [the owner's name] can change this. The owner can transfer ownership from their own row. See The owner and transferring ownership.
• Your own row says To change your own role or settings, ask the owner or another admin. To step back from Admin, ask the owner, or an admin with Billing, payouts and admins. If you are the owner, transfer ownership first.
• Other admins' rows, if you're an admin without Billing, payouts and admins, say Only the owner, or an admin they allow, can change another admin.

Your password

Your own password.

1. Click Change your password.
2. Type a New password of at least 8 characters, then again under Type it again.
3. Click Save new password. A Saved pill and Your password is changed. confirm it.

Signing out after a break

1. Under Sign people out after, choose 30 minutes, 1 hour, 2 hours, 4 hours, 8 hours, 12 hours, 24 hours or 7 days. This is how long someone can leave ResNeo idle before it signs them out.
2. 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. It is convenient but loose. A shared front-desk tablet is much safer at 30 minutes or an hour. The setting applies to everyone on your team, including you.

Your plan and your team

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.

To move to a smaller plan, your active calendars need to fit it. See Managing your plan and billing.

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, on the Calendars tab, with Active (bookable) ticked
A calendar is missing from Their calendars	It is switched off, or it is a resource calendar	Switch it back on first. Resource calendars never belong 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 under Signing in, then click Resend invitation, or ask them to try Forgot password? on the sign-in page
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
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 on my own row	Nobody can change their own role or settings	Ask the owner, or an admin with Billing, payouts and admins
Admin is missing from the roles	You are an admin without Billing, payouts and admins	Ask the owner, or an admin who has it
You can't change or remove the owner.	That person is the owner	Only a transfer changes the owner
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.	Their login is also used at another business	Ask them to use Forgot password?
Set a new password says they have not accepted their invite yet	They haven't opened their invitation	Click Resend invitation
A team member cannot edit their hours	That calendar isn't one of theirs	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
You've sent a lot of invites today. Please try again tomorrow.	Your business has sent 30 invitations today	Try again tomorrow
Everyone keeps getting signed out	Sign people out after is short	Raise it under Signing out after a break, then Save

Next steps

• Add and manage your team
• Roles and permissions
• Hiding client phone numbers and emails
• Who can see and work other people's diaries
• The owner and transferring ownership
• Working at more than one business
• Login, staff access and permissions