How to give your team their own sign-ins
5 min read
Every member of your team can have their own sign-in. This chapter explains how to give them one, how they sign in, and how each person looks after their own password. What each role may do is in Roles and permissions.
Video tutorial #
How to give your team sign-ins and permissions in Salon Booking OS by OsDotâ„¢ 1.0.0
Two lists, two purposes #
Salon Booking OS by OsDotâ„¢ keeps the people who can be booked apart from the people who can sign in:
| Where | What it holds |
|---|---|
| Salon → Staff | who can be booked, with their working hours and services (see Staff and schedules) |
| People | sign-in accounts, and people recorded without one |
| People → Team | the profiles your website shows (the published ones) |
| Salon → Staff sign-in | which staff member signs in with which account |
A stylist usually appears in all of them: bookable under Salon → Staff, with a sign-in under People, linked on Salon → Staff sign-in. Someone who only answers the phone needs a sign-in but no staff record; a stylist who never uses the system needs a staff record but no sign-in.
Adding a team member #
Set up your site’s e-mail first (System → E-mail (SMTP), see Messages, reminders, text messages and push). The setup link is then also sent by e-mail; without e-mail you hand it over yourself, which works too.
- Open People and choose Add a staff member.
- Enter their Name.
- Enter their E-mail (optional) — they will sign in with it. For someone without an e-mail address, enter a Sign-in name instead: 3 to 64 letters, digits, dots, dashes or underscores, for example
ana.lopez. You can give both. - Tick their Roles — usually Staff, or Manager / Front desk. Only an owner sees and can give Owner (full access). The Client role is not offered here.
- Choose Add the staff member.
The next page, Staff member added, shows their setup link. It is shown only once:
- If they have an e-mail address and your e-mail is set up, it has also been sent to them (“Set up your … account”). You can still copy it and give it to them yourself.
- Otherwise, give it to them yourself — in a text message, for example.
The link works once, for 72 hours. Opening it, they choose their password (at least 12 characters) and their account is ready. If the link expires or gets lost, open their account under People and choose New setup link; the new link replaces the old one. A new setup link can be made while the person has not chosen a password yet, and at any time for someone who signs in with a sign-in name.
Linking a sign-in to a staff member #
Once the person has set their password, open Salon → Staff sign-in. Next to their staff record choose their account under Choose an account, then Link.
Linking gives them My day and My schedule with their own appointments and hours. A member of staff whose sign-in is not linked sees almost nothing: the Staff role works only with its own appointments, and without the link it has none.
The list offers active accounts with a staff, manager / front desk or owner role that are not linked yet. An account appears only after its setup link was used. Unlink removes the link and keeps the staff record and its appointments.
Signing in #
Your team signs in at Team sign-in, linked in your website’s footer. They enter their E-mail or sign-in name and their Password. Clients do not sign in there, and the page offers no sign-in with Google: your team always signs in with a password.
- After 120 minutes without activity, and at the latest 12 hours after signing in, they are asked to sign in again.
- Too many wrong attempts in a short time pause sign-in for a while (“Too many attempts. Please try again later.”).
- Forgot your password? sends a reset link by e-mail, valid for 30 minutes — only for people who sign in with an e-mail address, and only once your site’s e-mail is set up.
Someone who signs in with a sign-in name cannot reset their own password. Open their account under People and give them a New setup link.
My profile #
Everyone looks after their own sign-in under My profile (in the account menu):
- Your details — their name, their Time zone and an optional phone number. Dates and times on their own account pages are shown in that time zone; appointments are always in the salon’s time zone. Their phone and picture are private: only they and the people who manage accounts see them.
- Change your password — the current password first. Their other sessions are signed out; the one they are using stays.
- Change your sign-in e-mail (or Add an e-mail address for someone with a sign-in name) — with the current password, then Send the link. A link goes to the new address; the change happens when they open it, within 30 minutes. The old address is told about the change.
- Your picture — optional.
- Delete your account — Ask for deletion sends a request to the salon. It waits under People → Deletion requests, where you accept or decline it and then Complete the deletion (see Clients and their data). For a member of your team, completing it first unlinks their sign-in from their staff record; the staff record stays under Salon → Staff.
The owner’s two-step sign-in #
As the owner you can add a second step to your sign-in: after your password, a 6-digit code is e-mailed to you. It needs your site’s e-mail to be set up, and it is for owner accounts only. Until e-mail is set up, the account menu says “Two-step sign-in is not available yet: this site cannot send e-mail.”
- In the account menu choose Two-step sign-in.
- Choose Send a test code, enter the code from the e-mail and choose Turn on.
From your next sign-in you enter the code after your password. It is valid for 10 minutes; Send a new code sends another. To turn it off, enter your password under Two-step sign-in and choose Turn off.
If you cannot receive your e-mail any more, whoever runs your server can turn the second step off from the command line (see Troubleshooting).
Changing what someone may do, or stopping their access #
- Roles: on their account under People, tick or untick roles and choose Save the roles. Changing roles signs them out. What a role may do is set under People → Roles and permissions (owner only).
- Stopping access: on their account page, under Account state, choose Deactivate the account (its sessions are signed out), pick a reason if you like (for example “Left the business”) and choose Apply. Their sessions end at once. Activate the account lets them back in. You cannot deactivate yourself, and at least one active owner always remains. An owner’s account can be changed only by an owner.
- Staff record: if they no longer work at the salon, also set their staff record’s Status to Inactive (never offered) under Salon → Staff, so they cannot be booked.
Changing roles or an account’s state asks for your password again.
