Your Staff directory is where you invite teammates, set their role and mobile access, configure pay, and issue the PIN they use at the clock-in kiosk. It's the single source of truth for who's on your team and what they can touch.
Getting there
Staff isn't a top-level item in the left rail. Open Growth & Marketing in the sidebar, switch to the Operations tab, and click the Staff & roles card. If you'd rather skip the clicks, hit Cmd+Shift+K (Ctrl+Shift+K on Windows/Linux) to open the command palette and search "Staff" — it's in there as a direct shortcut to this page. Note: plain Cmd+K/Ctrl+K (without Shift) opens a different feature, the AI Help assistant — it won't get you to search.
What the directory shows you
At the top, four stat tiles give you a quick read on the team: Team size (active members, or everyone including archived if you've toggled "Show archived"), Online now (anyone whose session has pinged in the last 15 minutes), PIN setup pending (technicians who don't have a clock PIN set yet — this count only looks at the Technician role, not other roles), and Admins (anyone with Owner or Admin access).
Below that, the Members table lists each person with their avatar (initials, plus a small green dot if they're currently online), role badge, mobile access level, pay, and status. The Status column can stack multiple badges at once — Archived, Online (or a "last seen" timestamp, or "Never seen" if they've never logged in), and Setup pending for technicians without a PIN. The Pay column shows hourly rate and/or commission percent when set, and a dash when neither is configured.
Inviting a teammate
Click Invite teammate in the top right. You'll fill in their email (required), name (optional), Role, Mobile access, hourly rate, and commission percent. The available roles are Owner, Admin, Manager, Technician, Front Desk, and Service Writer. One thing worth knowing: when you pick a Role here, the Mobile access dropdown automatically jumps to a sensible default for that role (Owner/Admin/Manager get Full mobile, Technician gets Installer, Front Desk and Service Writer get Sales) — but it's still a real, editable field, so change it if that default isn't right for this person.
After you click Send invite, the dialog switches to a confirmation screen with an accept link and a Copy link button. The invite email goes out automatically, but if it doesn't land, this is your fallback — share the link directly. Note the link expires in 7 days.
Editing, archiving, and reinviting
Each row has an action menu (the vertical-dots icon) with four options: Edit, Set PIN, Reinvite, and Remove. Edit opens a dialog where you can change Role, Mobile access, hourly rate, and commission percent, plus a checkbox labeled "Visible in shop (uncheck to archive)." That checkbox is the actual archive toggle for this member — unlike the Invite flow, changing someone's Role in the Edit dialog does *not* automatically update their Mobile access, so if you promote or demote someone, double-check their mobile access is still set the way you want.
Two gotchas worth flagging before someone hits the wrong button:
- "Remove" archives, it doesn't delete. The confirmation prompt is explicit about this — it reads "Archive [name]? They'll no longer appear in the team list or mobile app" — but the menu item itself just says "Remove," which reads as more permanent than it is. Archived members can be brought back by editing them and re-checking "Visible in shop," and you can see them again anytime by toggling Show archived at the top of the page.
- Reinvite fires immediately, with no confirmation step. Clicking it re-sends the invite right away and shows you the result (either a new accept link or a "Reinvite sent" message) — there's no "are you sure" dialog in between.
Setting the clock-in PIN
Click Set PIN to give someone a 4-6 digit PIN for the shared kiosk clock-in/out. The field only accepts digits and PINs must be unique within your shop — you'll get an error if you try to reuse one that's already assigned to someone else. If the member already has a PIN, the dialog tells you and shows a Clear PIN button. To remove a PIN without setting a new one, leave both fields blank — clicking either Clear PIN or the normal Save PIN button works, since Save treats a blank PIN field as "clear it" rather than trying to validate it as 4-6 digits. This matters most for Technicians, since they're the only role the "PIN setup pending" stat tile tracks — if a tech shows that badge, this is the dialog that clears it.