Use this article when someone works at your business and you want them on Staff. They can have a login or not.
Add a person to Staff#
Owners and managers can add staff.
- Open Admin > Settings > Staff.
- Click Add. On a phone the button says Add staff.
- In Add staff member, enter First name and Last name.
- Choose a Role. Each person gets one role here. Owners also see Create role… in the list.
- Optional: enter Email (optional) and Phone (optional).
- Click Add.
A manager can only give a role within their own access, never owner or manager. See Roles & Permissions.
Add people one at a time. You cannot invite several emails at once.
How many staff your plan includes#
| Plan | Staff |
|---|---|
| Free | Up to 2 |
| Plus | Up to 5 |
| Pro | No limit |
| Enterprise | No limit |
Staff means everyone on your Staff page, you included, with or without a login. An invitation you send from Add and that is waiting to be accepted takes a place too. To free its place, revoke it under Pending staff access.
When your plan is full, Add is greyed out and a note above the list says "Your plan includes up to 2 staff. Upgrade to add more." When open invitations hold places, the note also says to revoke one under Pending staff access. The note's Upgrade plan link opens Admin > Settings > Billing. You can also remove someone or revoke an invitation first.
If your business has more staff than its plan includes, for example after a trial ends, everyone stays and keeps their access. You can still change their roles. You can add someone again once you upgrade, or once you have fewer than your plan includes.
What happens after you click Add#
It depends on the email.
- No email. The person is on Staff straight away with no login. Nothing is sent. The form says: "Without an email they have no login. You can invite them later."
- An email with no Naayya account yet. The person is on Staff straight away and gets an email to sign in. Their row shows Invited until they sign in.
- An email that already has a Naayya account. That person only gets an invitation. They hold no staff role until they accept it from the invitation link. Nothing about their account changes. They show under Pending staff access until they accept. Signing in for something else does not accept the invitation.
Invite someone who has no login#
Everyone who works at your business is in the staff table, with or without a login. A row that says No login in the Last seen column has an Invite button. You can also use Invite in the header of the person's staff page.
- Click Invite. The dialog is called "Invite" followed by the person's name.
- Enter their Email.
- Click Send invitation.
They accept it from the invitation email, sign in with that address, and keep everything already set up for them: roles, classes, appointments, and hours.
If the email already belongs to another Naayya account, that person takes over this staff record when they accept. The roles and the instructor record move to their account.
While an invitation waits, the row says Invited and the button says Invite again. Use it to send the invitation again, or to send it to a corrected email. Only the newest invitation can be accepted, and an email the person had before no longer signs in to this staff record.
A staff member who already signs in to Naayya has no Invite button.
Someone added without an email has no email field under Edit Profile. Use Invite to add their email.
Use Pending staff access to follow up#
Pending staff access on the Staff page lists only invitations that are waiting to be accepted.
Use it to:
- Copy link and send the invitation in another channel
- Revoke an invitation that should no longer work
The invitation is for one email address. The person it names has to open the link, so do not open Copy link in your own browser to test it: while you are signed in as someone else, it will not accept the invitation for them.
If an invitation link shows a message#
Naayya explains why an invitation could not be used instead of showing a generic error.
- You are signed in with a different email. The page says who the invitation is for, that it has not been used, and that it is still waiting for that person. Choose Sign out and continue as the invited address to sign in as them, or Continue as your current account to leave the invitation unused. Naayya never signs you out or accepts the invitation on its own.
- This invitation has expired. Invitations stay valid for 14 days after they are sent. Send a new invitation from Admin > Settings > Staff.
- This invitation is no longer valid. The team that sent it withdrew it. Send a new invitation if the person should still get access.
- This business has all the staff its plan includes. The business's plan is full. The invitation stays valid: ask the owner to upgrade or free a place, then open the invitation again.
- This invitation has already been used. An account has already accepted it, and the person should sign in with that account. If the person who accepted it opens the link again while signed in, Naayya takes them on to where the invitation sends them, usually the admin area.
If the person already has a Naayya account#
Add them with the email they already use. They get an invitation and hold no staff role until they accept it. This also applies if they are already in your customer records.
If the person will teach classes#
Give them a role that teaches classes or gives appointments: Teacher, Coach, Trainer, Therapist, Esthetician, Lifeguard, or any custom role with the Instruct Classes or Provide Appointments permission. Naayya creates their instructor profile. The job stays the one you gave. A coach is not also made a Teacher.
If a staff member has such a role but no instructor profile, open their staff page. The Instructor profile section on the Profile tab has a Create profile button.
- Staff access is added from Admin > Settings > Staff.
- Instructor profile management lives on the person's staff page, on the Instructor tab.
- Profile completion happens from My work after the person signs in.
See Public Profile Completion in My Work for the banner and completion rules that staff will see after they sign in.