Staff Management Guide - Roles and Permissions

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.

On web, inviting, removing, and deactivating team members is done by the manager, signed in with their own email and password. If you share a front-desk computer and switch to your profile with a PIN, sign out and sign back in as yourself first. See “Error when inviting or removing a team member” under Troubleshooting.

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. These rows show Resend Invite and Cancel (on mobile, Resend and Cancel invite) instead of Edit Profile and Edit Portfolio, because there is no profile yet
New - an account created before the new invitation flow and not yet activated. Invitations you send now skip this status
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 while they are Active or Invited. Inactive team members don’t count.
A pending invitation holds a spot from the moment you send it. It keeps holding that spot after it expires, until the person accepts or you cancel it
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 spots
On a plan billed on the web, the studio owner also sees Add a spot, $15/mo (and on Crew and up, the next plan up, with real totals). Only the studio owner can add or remove spots
If a spot removal is pending, the page shows “1 extra spot ends on (date), when your plan renews.” Adding a team member into that spot asks “Keep this spot?”

See Subscription Billing for plan details.

Inviting a New Team Member (updated in v4.4.26)

You send an invitation with the basics, and the team member sets up their own account. You don’t have to type in their date of birth or home address anymore.

Click New Team Member on the Team Management page
Verify you haven’t reached the team limit
Fill in the team member’s details:
- First and last name (required)
- Email address (required)
- Phone number (optional)
Pick a role: Artist, Piercer, Staff, or Health Official. The spots line under the role picker shows how many team spots you’ve used
Services offered: check which services this member offers. Leave everything unchecked and they’re available for all services. See the Services tab notes below
Public Booking: use the Hide from public booking form switch if this member should not appear on your public request form
Payment (optional): commission percentage and salary. Cash and card rates, pay frequency, and a sliding scale are here too. See Commissions and Sliding Scales
Click Save Profile

Saving sends the invitation email right away. There is no switch to hold it back. The email names your studio and the person who invited them, and has a link to accept. You land back on the team list, where the new team member shows in the Invited tab until they accept.

No account or profile is created until they accept. When they open the link, they see a “Join” screen for your studio. They confirm their name and phone number, create their own password, and choose their own PIN (4 to 8 numbers). Date of birth and address are optional extras on that screen. You never set or see their password or PIN. They can also decline. Once they join, their status changes to Active.

An invitation is good for 7 days.

If you enter an email that already has a Tattoo Studio Pro account:

Already on your team: the invite is blocked with “That person is already on your team.”
Belongs to another studio: the invite is blocked with “That email already belongs to a team member at another studio. Contact support if you think that’s wrong.”
Has an account that isn’t tied to a studio: the invitation goes out the same way as for anyone else. Their role, services, public-booking visibility, and Piercer label come from what you set on the invite, so you don’t have to configure them again after they accept.
Already has a pending invitation: you’ll see “That person already has a pending invitation. Resend it instead.” Use Resend Invite on their row.

If a team member doesn’t receive the invitation: Check spam and junk folders, verify the email address, and use Resend Invite on their row in the team list.

Invitations you sent before this change and nobody has accepted yet still work. Those team members keep their profile, with Resend invitation and Cancel invitation in the Permissions section.

Team Members Missing from the Artist and ID Checked By Lists

When you finish a client’s form, the Artist and ID Checked By lists show active team members. The studio owner always appears.

If someone is missing, a note under the lists tells you why:

Turned off. The team member’s account is Inactive. Turn them back on (see Reactivating an Account below). Inactive team members don’t count toward your team limit, so check the “X of Y team members used” line first.
Haven’t finished setting up their account. They were invited but haven’t accepted yet. Resend the invitation from the team list. On mobile, these team members appear grayed out in the lists.

Managers see a Manage team link in the note that goes straight to the team list.

Team Roles and Permissions

There are four roles in Tattoo Studio Pro.

Role	Access
Manager	Full access to everything. Does not count toward the team limit.
Artist	Queue, Appointments, and Client Profiles.
Staff	Queue and Appointments only. Good for desk staff and apprentices.
Health Official	Forms Archive only (view and download). Does not count toward the team limit.

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.

Piercer Designation (New in v4.2)

The role picker offers a Piercer option alongside Artist. Piercer is a label only: a piercer has exactly the same access as an Artist (Queue, Appointments, and Client Profiles). Choosing it simply makes the person show as “Piercer” on their role badge, in the staff list, and anywhere their role is displayed. It does not change permissions and it does not count any differently toward your team limit. Use it so clients and staff can tell at a glance who does piercings.

You can set Piercer when you create a team member or change it later from the Permissions section of their profile.

Filtering the Team List by Role (New in v4.2)

The Team Management page has a role-filter dropdown so you can narrow the list to just artists, piercers, managers, staff, or health officials. Combine it with the search bar to find someone quickly in a larger team.

Team Profile

Opening a Team Profile

Click or tap a team member’s name or card
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
Call, Email, and (on mobile) Message buttons
Delete button on web (Remove Staff Member in the Danger Zone section on mobile). Manager only, and only on the manager’s own login. 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 an invitation sent before v4.4.26. Newer invitations are handled from the team list
Assign the role (Artist, Piercer, 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)

Public Profile

Managers see this tab on every profile. Everyone else sees it on their own profile, so artists can fill in their own details.

Enable Portfolio switch. When it’s on, a Portfolio Editor button appears next to it. See Portfolio for full portfolio management details.
Public profile fields. These show on your studio’s public website when the portfolio is on:
- Job Title - free text, like “Owner & Lead Artist”. This is separate from the role set on the Permissions tab, which controls what the person can access in the app
- Specialties - a comma-separated list, like “Traditional, Japanese, Blackwork”
- Bio - a short description in the artist’s own words
- Instagram Handle and TikTok Handle - just the handle, no @ and no link. Paste a full profile link and it’s trimmed down to the handle when you click away. If what you entered can’t be read as a handle, you’ll see an error instead of it being saved blank
Turning Enable Portfolio on publishes these along with the images, so an artist should know their words go on the website too. Leave any of them blank and nothing shows for it.

Services (New in v4.2)

A checkbox selector listing your active services, grouped by category, that controls which services this team member offers
Leave everything unchecked and the member offers every service (the default for everyone until you set this, so no existing team is affected)
Check specific services to limit them to those. This drives the bidirectional service/artist matching on the public booking form: a client who picks a service only sees the staff who offer it, and a client who picks a specific artist only sees that artist’s services. See Booking Requests for how clients experience this
Internal pickers (calendar, checkout, queue, the per-session staff form) are unaffected; this only shapes the public form

Availability (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
Hide from public booking form switch (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 it 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. This toggle moved here from the profile header card in v4.2
You can also set each artist’s recurring weekly hours and this public-booking visibility for everyone at once on the manager-only Schedule page, without opening each profile. See Business Hours (web)

Payment (Manager only)

Commission Percentage - the split due to the artist on every payment method
Cash rate and Card rate - optional separate rates by how the client paid. Leave both blank to use the Commission Percentage on everything
Use a sliding scale - pays a higher rate as the artist sells more in a pay period. Turning it on hides the percentage and cash and card rates for that artist
Salary - base salary amount (leave blank if no salary)
Pay frequency - Weekly, Biweekly, or Monthly. It sets the artist’s pay period
This data feeds into the Commissions and Payouts reports. See Commissions and Sliding Scales for how each piece works

My earnings (web tab) / My earnings (mobile section)

Shows the team member’s own sales, commission, tips, and payout for a date range
The team member sees it on their own profile. The studio owner sees it as Earnings on any team member’s profile. Other managers don’t
Not shown in a session started with the shared team PIN

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

Open the team member’s profile
Open the Permissions section
Click Deactivate Account
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

Removing a team member takes them off your studio. It’s more permanent than deactivating, so use it with care.

Web: click Delete in the profile header card, then confirm in the window that asks “Delete Team Member?”
Mobile: scroll to the Danger Zone section, tap Remove Staff Member, and confirm.

The button only shows on the manager’s own login. If the manager is unlocked with the shared team PIN, or switched to another person on the device, a short note replaces the button and explains what to do. Sign in as the manager with your own account or PIN, then remove the team member. The button isn’t available on the manager’s own profile.

Resending or Canceling an Invitation

A pending invitation shows on the team list in Invited status. It has no profile to open, so the row has two links of its own:

Resend Invite (Resend on mobile) emails a new link and starts a fresh 7 days
Cancel (Cancel invite on mobile) withdraws the invitation and frees the spot

Expired invitations: after 7 days the row’s resend link is labeled as expired. The invitation still holds a spot until you resend or cancel it, and the spots line on the New Team Member page tells you how many expired invites are holding spots.

If the team member opens an old link, they see “This link has expired.” If the invitation is still within its 7 days, they can tap Send me a new link to get a fresh email. If it’s older than that, they’ll be told to ask you for a new invitation.

If someone has already joined, Cancel won’t work. Remove them from the team instead.

For team members invited before v4.4.26 who haven’t accepted yet, open their profile, go to the Permissions section, and click Resend invitation or Cancel invitation.

Reactivating an Account

For team members in Inactive status:

Open their profile
Open the Permissions section
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. Tap Save Portfolio order when you are done: the new order is held on the device until you do.

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 spots
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
Click Resend Invite on their row in the team list
If their link says it expired, they can tap Send me a new link, or you can resend from the team list

Error when inviting a team member

Read the message on screen. It tells you what to do:

“Only the studio owner can send invitations.” You’re signed in on this device as someone else, often because you switched to your profile with a PIN on a shared computer. Sign out completely, sign back in with the owner’s email and password, and try again.
“The invitation was created, but the email did not send. Use Resend to deliver the link.” The invitation is on your team list and holding a spot. Click Resend Invite on their row.
“Please wait a minute before sending this invitation again.” Wait a minute, then resend.
“You’ve sent a lot of invitations today. Please try again tomorrow.” You’ve hit the daily invite limit. Try again tomorrow.
“Your studio is still being set up. Please try again in a couple of minutes.” Wait a couple of minutes and try again.
“That person is already on your team.”, “That email already belongs to a team member at another studio. Contact support if you think that’s wrong.”, and “That person already has a pending invitation. Resend it instead.” See the existing-account notes under Inviting a New Team Member.
“We couldn’t check that email just now. Please try again.” Nothing was sent. Try again.

If you’re re-inviting someone who has a pending invitation, use Resend Invite on their row. Don’t add them again as a new team member.

Error when removing or reactivating a team member