Adding and managing staff members

If several people work in your business, each staff member can have their own profile. Guests can choose who they want to request an appointment with. You can grant dashboard access separately, even later.

First, create the staff profile

1. In the dashboard sidebar, open Business settings › Staff Members.
2. Click New staff member (+). Only an owner or manager sees it.
3. Enter the colleague’s name and, if you like, their bio and calendar colour, then tick the assignable services.
4. Save the profile.

After creating the profile, you can enter the colleague’s role in Role (optional) (for example Senior expert). The role also appears next to their name on the booking page. The field is not shown while you add a new staff member.

If you also work as a provider yourself, use This is me on a profile that is not linked yet to connect it to your own account.

Grant dashboard access

Dashboard access belongs to an existing staff profile. You send the invitation by email from the profile, and the colleague joins from the link they receive.

1. Open the colleague’s staff profile.
2. In the Dashboard access section, click Send invitation.
3. Enter the email address and choose the role: Provider (default), Receptionist or Manager. On the Pro plan, for a provider you also choose which locations they can access.
4. The colleague receives a link by email that is valid for 7 days. Until they accept, the profile shows Invitation sent; this stays the same for an expired invitation, so resend it then.
5. If the colleague creates a new account from the invitation, they are signed in automatically after accepting; with an existing account they sign in as usual. Either way they work with the permissions of their role.

1212

1. 11. Send invitation
2. 22. Schedule

Only an owner or manager can send invitations. The owner role cannot be granted by invitation.

Roles: Owner, Manager, Receptionist, Provider

Bokko has four roles. The owner is the person who created the business; every business has exactly one.

• Owner: full access, including billing, refunds, guest list export, resetting or deleting the account and transferring ownership.
• Manager: broad operational access, i.e. team and location management, services, opening hours and integrations. Billing, refunds, guest list export and account deletion belong to the owner.
• Receptionist: a front-desk role. Can manage anyone’s bookings (including colleagues’), create and edit guests, and start an online payment or send a payment link. Cannot record cash or terminal payments, can see but not change marketing consent, and cannot change business settings.
• Provider: a narrow role for daily work. Manages only their own bookings and their own profile.

What can a Provider do?

• View and manage their own calendar and bookings
• Use their own profile (but not change their name, calendar colour, services or working hours)
• View services, without editing

A Provider cannot open the guest list, change business settings, manage the team or change roles.

Manager or Receptionist: when to use which?

The Manager role is for colleagues who actively run the business: they see every colleague’s calendar, handle incoming requests, and change services, opening hours or the team. The Receptionist role is for front-desk work: managing bookings and editing guests, but not changing business settings.

Set working hours per staff member

1. Click the colleague’s name in the staff list. Working hours can only be set for a saved profile.
2. In the profile, below the services, expand the Schedule section.
3. If they work according to the business opening hours, leave According to business opening hours on. If not, switch it off and set Custom hours per day.
4. For a one-off change (a day off or different hours), click New exception under Exceptions.

Weekly hours are saved with the profile’s Save button; exceptions are saved immediately.

Assign services

1. Open the staff member’s profile.
2. In Assignable services, tick the services they can provide.
3. Save the profile. For a service, guests can only choose colleagues who have it ticked.

If an active staff member has no services at all, their staff card shows a warning.

Deactivating and removing a staff member

1. If the colleague no longer needs to sign in, click Revoke dashboard access in the profile’s Dashboard access section. If you do not revoke it, their membership stays (the card shows Active access) and is linked back on reactivation.
2. In the staff list, choose Deactivate from the card menu. If the colleague has upcoming bookings, the Upcoming bookings window lists them: clicking a row opens the booking (deactivation does not happen then), and Deactivate anyway deactivates while keeping the bookings.
3. If you need permanent deletion, the owner can use Delete personal data in the profile. The profile must be inactive, must have no linked account or connected Google or Microsoft calendar, and must have no upcoming bookings. The profile’s Upcoming bookings section shows them; if there are any, the deletion stops with an error message.

Reactivating an inactive staff member

1. In the staff list, choose Reactivate from the inactive colleague’s card menu.
2. In the confirmation window, click Reactivate. The profile becomes bookable again with its existing services and locations.
3. If you revoked their dashboard access before deactivating, it is not restored: if they need to sign in, send a new invitation. Access that was not revoked is linked back automatically.

Reactivation uses a seat of your staff limit; if the limit is full, “Your current plan does not allow more staff members.” appears. If the profile has no services or locations, Bokko warns that it is not bookable yet. The owner and managers can reactivate; a manager only a colleague with a lower role than their own. The external calendar subscription link (iCal) is not restored automatically.