Staff in Flowesce are two things at once: the people who get booked for appointments, and the people who log in to run the salon. This guide covers both. It walks through adding a staff member and the four links every bookable person needs, then explains login roles and what each one can see and do.
Add a staff member
Go to Staff, then New staff member. The form has five tabs, and they all save together.
- Profile: full name (required), email, phone, and a calendar color so this person is easy to spot on the calendar. The Active switch controls whether they are bookable and shown on the calendar.
- Branches: the locations this person works at ("Works at branches").
- Services: the services this person can perform ("Performs services"). There is a Select all button.
- Schedule: their working hours, using the same editor as branch hours (with Open all days, breaks, and Copy to all). See the hours editor.
- Commission: an optional service commission rate and an optional product/sale commission rate. Blank means none for service work, and the business default for sales.
If you run the salon yourself, add yourself here as a staff member. A person can only be booked once they exist as staff.
The four things a person needs to be bookable
A staff member produces zero available times unless all four of these are true. This is the most common reason one person never gets booked while everyone else is fine.
- Active. The Active switch on their Profile is on.
- Assigned to a branch. They appear on the Branches tab for at least the branch the customer is booking at.
- Assigned to the service. The service lists them under "Staff who perform this" (you can set this from either the staff member's Services tab or the service's Staff tab).
- Has working hours that overlap the branch's open hours. Hours on the Schedule tab that actually sit inside the branch's opening window. See the intersection rule in branches and hours.
Miss any one and that person silently offers no times. The rest of the salon keeps working, which is what makes this easy to overlook.
Time off
On a staff member's page, use Add time off to block a vacation, a sick day, or a recurring gap.
- Choose all day or a time range (for example, off 12:00 to 14:00). A time range blocks only those hours, so you can model a standing midday gap without closing the whole day.
- Add an optional reason.
- If the time off overlaps existing bookings, Flowesce warns you and lists them so you can reassign or reschedule. The time off saves right away; moving the bookings is a separate step.
Time off takes effect on availability immediately.
Calendar sync
Each staff member can have their schedule flow into their own calendar app, two ways:
- Google Calendar. Your business can connect one Google calendar for an at-a-glance owner view (available on every plan). Per-staff Google sync, where each person's bookings land on their own Google calendar, is a Growth feature. You generate a private link per person (or email it to them), they click it and connect their own Google account, and their appointments start appearing. Sync is one way: Flowesce writes to Google, it never reads your Google events back in.
- Calendar subscription (iCal). Every staff member can get a read-only feed link from their page that works in Google Calendar, Apple Calendar, or Outlook. Calendar apps refresh these every several hours, so it is not instant. The link itself is the key, so use Rotate link if it ever leaks.
Login roles and what each can do
When you invite someone to log in (Settings, then Team, a Growth feature), you pick a role. Roles decide what each person sees and can change.
| Role | What it is for |
|---|---|
| Owner | Full access, including billing and ownership. The owner can never lose billing or team access. |
| Manager | Full access except billing. |
| Receptionist | Bookings, clients, and viewing all calendars. No access to settings, staff, services, or financial reports. |
| Bookkeeper | Expenses and financial reports, plus read-only views. No booking management. |
| Staff | Their own work only. A Staff login must be linked to a staff record. |
A few important details:
- The Staff role must be linked to a staff record. Without that link, "their own work" has nothing to filter on, so the link is required when you invite a Staff-role login.
- You can link any role to a staff record, not just the Staff role. That lets a manager or receptionist also take appointments and earn commission while keeping their wider access.
- You can fine-tune any single person's permissions with per-member overrides in the invite or change-role dialog (grant or revoke specific abilities). The owner's billing and team access cannot be revoked, and billing access cannot be granted to a non-owner.
- Team logins are a Growth feature. On Solo, the workspace has a single owner login.
Branch visibility for multi-branch salons
If you run more than one branch, the top bar has a branch selector that scopes the calendar, appointments, inventory, sales, cash drawer, and expenses to one location. Owners always see all branches. Whether managers see all branches or only their assigned ones is a business setting, and you can override visibility per person.
What can go wrong
- One staff member is never offered for booking. Walk the four-things list above for that person: active, on the branch, on the service, and hours that overlap the branch's open window.
- A new teammate cannot see the page you expected. That is their role. Receptionists and bookkeepers cannot open Branches, Staff, Services, or Settings. Change the role, or grant the specific permission with an override.
- You invited someone as Staff and it would not save without a staff link. That is expected. Create or pick their staff record first, then link it on the invite.
- Per-staff Google sync is not available. It is Growth-only. On Solo you still get the one business-wide Google connection and the per-staff iCal feed.
What's next
With staff in place, add the things they perform: your services. If your booking page still shows nothing, the fast checklist is Why your booking page shows no available times.