Staff Management

The Team Management page is where managers view and manage everyone at the studio. Invite team members, set roles and permissions, manage portfolios, and track your team account limit.

Access: Only account managers can open the Team Management page. Team members can open their own profile only.

Team List

Tabs

The list is organized by status:

• All - every team member
• Active - currently active and able to log in
• Invited - invitation sent, awaiting acceptance
• New - account created but not yet activated
• Inactive - deactivated accounts

Each tab shows a count of team members in that status.

What Each Team Card / Row Shows

• Profile photo
• First and last name
• Role badge (Manager, Artist, Staff, Health Official)
• Status badge (Active, Invited, New, Inactive)
• Edit Profile and Edit Portfolio links

The card does not show phone or email. Open the profile to see contact details or use the Call and Email buttons on the profile header.

Mobile: Cards display in a grid on tablets and stacked vertically on phones.

Searching

• Type in the search bar to filter by name
• Mobile: Search activates after 3 or more characters

Team Account Limit

Every subscription plan includes a limit on how many team accounts you can have.

Key rules:

• The manager account does NOT count toward the limit
• The Health Official role does NOT count toward the limit
• Every other team member counts toward the limit as long as their status is not Inactive. That includes Active, Invited, and New statuses.
• Example: A plan with 10 team members = 1 manager + 10 team members = 11 total people (plus any Health Officials)

The Team Management page shows “X of Y team members used” at the top of the Team Profiles section. Track this to avoid hitting your limit.

If you reach the limit:

• The New Team Member button triggers the Team Limit modal instead of opening the create page
• The modal explains the limit and lets you pick team members to deactivate
• Options: upgrade your subscription, or deactivate unused team accounts to free up slots

See Subscription Billing for plan details.

Inviting a New Team Member

1. Click New Team Member on the Team Management page
2. Verify you haven’t reached the team limit
3. Fill in the team member’s details:
   • First and last name
   • Sex, date of birth
   • Address, city, state/province, zip/postal code
   • Phone number (with country code)
   • Email address
   • Role (Artist, Staff, or Health Official)
4. Click Save Profile
5. The team member receives an email invitation (magic link) to create their account
6. They appear in the Invited tab until they accept

If a team member doesn’t receive the invitation: Check spam and junk folders, verify the email address, and resend from the team member’s profile.

Team Roles and Permissions

There are four roles in Tattoo Studio Pro.

The manager role is set during studio onboarding and can’t be assigned from the team editor. The other three roles (Artist, Staff, Health Official) are selectable in the Permissions section of the team profile.

Team Profile

Opening a Team Profile

1. Click or tap a team member’s name or card
2. The profile page loads with a header card at the top and a tabbed layout below

Tabbed layout (New in v4.2): The team profile uses a horizontal tab strip across the top. Click or tap a tab to switch sections. The active tab is saved to your browser’s local storage so it stays where you left it on your next visit. The previous accordion layout is retired.

Header Card

The header card at the top of the profile shows:

• Profile photo (click the photo to upload or replace it)
• Full name, role badge, and status badge
• Address, city/state/ZIP, phone, and email
• Enable Portfolio switch. Manager only. When enabled, a Portfolio Editor button appears next to it. See Portfolio for full portfolio management details.
• Hide from public booking form switch (new in v4.2). Manager only. When on, this team member is filtered out of the public /request/[studioId] booking form so clients can’t request them. Internal scheduling, checkout, queue, calendar, the per-session staff form, and every other in-app picker still see them — this only controls public exposure. Default is off (visible). Use this for staff who don’t take public bookings (apprentices, desk staff, an artist on a closed book, anyone temporarily off the public rotation) without having to deactivate the account.
• Call, Email, and (on mobile) Message buttons
• Delete button. Manager only. Removes the team member from the studio. See “Removing a team member from the studio” below.

Profile Tabs

Below the header card, the profile is split into the following tabs:

Permissions (Manager only)

• Activate, reactivate, or deactivate the account
• Resend or cancel invitations
• Assign the role (Artist, Staff, or Health Official)
• Short descriptions of what each role can access

Profile

• First name, last name, sex, date of birth
• Address, city, state/province, zip/postal code
• Phone number and email
• License number
• Personal staff PIN (visible when viewing your own profile)
• Shared Staff PIN (legacy studios only)

Hours (New in v4.2)

• Per-artist working hours editor with a Use studio hours master toggle
• When the toggle is on (default), the editor shows the inherited studio hours read-only
• When off, per-day open/close times unlock and pre-fill from the studio hours so the artist starts from a sensible baseline
• The artist’s hours apply through the booking soft-warn confirmation and the public booking form’s date and time-of-day filtering. See Business Hours for the full walkthrough on what’s visible to clients and where the soft-warn fires

Payment (Manager only)

• Commission Percentage - the split amount due to the artist
• Salary - base salary amount (leave blank if no salary)
• This data feeds into the Commissions and Payouts reports

Clients

• Clients linked to this team member, with a notification badge showing the total count
• Search box to filter the list
• Click a client row to open their profile
• Paginated list with configurable page size

Managing Team Accounts

Deactivating a Team Member

1. Open the team member’s profile
2. Open the Permissions section
3. Click Deactivate Account
4. The account is deactivated and can no longer log in. Their data is preserved.

Deactivating frees up a team slot for a new hire.

Removing a Team Member from the Studio

Web and Mobile: Click the Delete button on the profile header card (manager only, not available on the manager’s own profile). Confirm in the modal. This removes the team member from the studio, which is more permanent than deactivating. Use with caution.

Resending or Cancelling an Invitation

For team members in Invited status:

1. Open their profile
2. Open the Permissions section
3. Click Resend invitation to send the magic link again, or Cancel invitation to withdraw it

Reactivating an Account

For team members in Inactive status:

1. Open their profile
2. Open the Permissions section
3. Click Activate Account. If they previously logged in, the account is reactivated immediately. If they never finished activating, a fresh magic link invitation is sent.

Portfolio Order (Team Management Page)

The Team Management page includes a Portfolio Order grid at the bottom. It shows every team member who has the Portfolio switch enabled and a non-inactive status. Reorder the grid to control the order portfolios appear on your public portfolio page.

Web: Drag and drop portfolio cards to reorder them, then click Save Portfolio order to save.

Mobile: Use the left and right arrow buttons on each portfolio card to move it earlier or later in the order. There is no drag gesture on mobile. Changes save automatically.

Mobile photo crop: When uploading a profile photo on mobile, the photo is cropped to a 4:3 aspect ratio.

Troubleshooting

Can’t add a team member. The New Team Member button opens the Team Limit modal.

• Check the team count against your plan limit (shown as “X of Y team members used”)
• Deactivate unused accounts from the modal to free up slots
• Or upgrade your subscription for more slots

Team member didn’t receive the invitation

• Verify the email address is correct
• Ask them to check spam and junk folders
• Open their profile and click Resend invitation in the Permissions section

Portfolio not showing in the Portfolio Order grid

• Open the team member’s profile and verify the Enable Portfolio switch is on
• Make sure the portfolio has at least one image (see Portfolio)
• Confirm the team member’s status is not Inactive
• Refresh the page

Can’t edit a team profile

• Managers can edit any team profile
• Team members can only edit their own profile
• Check your role and permissions

Related Docs

• Business Hours - Per-artist availability override and how it shows up in the calendar and public booking form
• Portfolio - Portfolio management and sharing
• Subscription Billing - Plan limits and upgrades
• Reports - Commission and payout tracking