Staff Portal
Exact setup and usage steps for the staff-only schedule portal, based on the current product UI and route names.
Staff schedule managementAvailability controlsStaff calendar connectionBooking operations for teams
What the Staff Portal is
The Staff Portal is a separate schedule workspace for one staff member at a time. Staff users do not open the main business dashboard. They sign in to their own portal and only see their own schedule data.
Exact staff routes
- Staff sign-in page: /staff/login.
- Activation page: /staff/activate?token=....
- Main staff schedule page: /staff/schedule.
- On the dedicated staff host, these resolve as /login, /activate, and /schedule.
What staff can see there
- Their own page title is My Schedule.
- The header shows the staff name, business name, and Log out.
- Staff only work inside their own schedule account.
Where the business sets it up
Staff Portal access is configured from the staff table inside Catalog.
- 1Open Dashboard > Catalog.
- 2Switch to the Staff tab.
- 3Find the staff member row.
- 4Use the Personal schedule column to invite, resend access, open settings, or disable access.
Exact staff table labels
- Access column: Personal schedule.
- Weekly hours column: Work schedule.
- The Personal schedule status chip can show Set up, Invited, Active, or Disabled.
- If the row is not saved yet, the chip shows Save first.
Invite or update a staff account
The invite flow lives inside the Personal schedule popover for that staff row.
- 1Open Dashboard > Catalog > Staff.
- 2In the staff row, click the Personal schedule status chip.
- 3In the popover, fill the Employee email field.
- 4If needed, click the settings icon to open Schedule settings and choose permissions before sending access.
- 5Use the main action button shown for the current state: Send access email, Save & send email, Resend email, Send login email, or Enable & send email.
Other exact actions in the popover
- The popover also shows Staff login link with Copy link.
- If access already exists, the secondary action is Disable.
- The popover subtitle is Let your staff see & manage their schedule.
Schedule settings labels in the invite popover
- Cancel events
- Configure working hours
- Configure overrides
- Configure days off
Account activation and sign-in
The first email sends the staff member into the one-time activation flow. Later sign-ins use the normal staff login page.
Activation email and page
- Invite email subject: {Business name} invited you to the staff portal.
- Primary email button: Activate staff account.
- Activation page heading: Activate your staff account.
- The form shows Email, Create password, and Confirm password.
Normal login after activation
- Login page heading: Sign in to staff portal.
- Fields: Email and Password.
- Primary action: Sign in.
- If access is updated later, the business can send a login email with the button Open Staff Portal.
Notes
- The invited email address becomes the login identity for that staff user.
- The activation link is single-use and expires automatically after 72 hours.
- After successful activation, the user is signed in and redirected to /staff/schedule.
What staff can access
Staff users are restricted to their own schedule scope. They do not get the main workspace dashboard or other staff members.
Available on `My Schedule`
- Their own bookings and appointments.
- Their own blocked time and Google Calendar busy time.
- Their own Today, Upcoming, and Pending summary counts.
- The Search events field.
- Event actions such as Copy details, and Cancel when cancellation is allowed.
Not available to staff users
- Other staff schedules.
- The main business dashboard.
- Workspace-wide setup or admin settings.
- Managing other team members.
Google Calendar in the Staff Portal
Google Calendar is connected directly from the My Schedule page header. This connection belongs only to that staff member.
- 1Sign in to the Staff Portal.
- 2Open /staff/schedule and stay on the My Schedule page.
- 3Click Connect Google Calendar.
- 4Complete the Google authorization flow.
- 5After redirect back, confirm the success message Google Calendar connected..
- 6If more than one calendar is available, use Change calendar, open Choose calendar, and select the calendar to use.
What the header shows after connection
- The selected calendar summary.
- Change calendar.
- An external-link button to open Google Calendar.
- Disconnect.
What this connection does
- Keeps that staff member's own calendar connection separate from the business account.
- Mirrors that staff member's Google Calendar busy time into their schedule view.
- Lets the staff member choose which of their own Google calendars is used.
Notes
- If the feature is disabled for that business, the page shows Google Calendar unavailable instead of the connect button.
- Expected in-product notices include Google Calendar connected., Calendar updated., and Google Calendar disconnected..
Caution
- Connecting Google Calendar in the Staff Portal does not replace the business-side video provider setup. Google Meet availability is controlled in booking setup, not by the staff portal button alone. See /docs/google-calendar for the business booking-side calendar setup.
Schedule settings and permissions
Staff open Schedule settings from the My Schedule header. What they can edit there depends on the permissions enabled by the business in Personal schedule.
Exact tabs inside `Schedule settings`
- Default
- Overrides
- Days off
Default permission state
- Cancel events is enabled by default.
- Configure working hours, Configure overrides, and Configure days off are off by default.
Notes
- When a tab is not editable, it stays visible but shows a lock icon and Managed by the business messaging.
Working hours, overrides, and days off
If the business allows it, staff can manage their own schedule details inside the settings sheet.
- 1Click Schedule settings on My Schedule.
- 2Use the Default tab to edit regular weekly working hours, then click Save working hours.
- 3Use the Overrides tab to review existing overrides or click Add override, then save with Save overrides.
- 4Use the Days off tab to review current time off or click Add days off, then save with Save days off.
Exact actions staff can see when editing is allowed
- Working-hours presets: Mon-Fri 09-18, Daily 09-18, Business hours.
- Override actions: Edit, Duplicate, Remove.
- Days-off actions: Edit, Duplicate, Remove.
View-only behavior when editing is not allowed
- Overrides section message: You can view existing overrides here, but not edit them.
- Days off section message: You can view current days off here, but not edit them.
- Working hours show as managed by the business.
Typical verified flow
- 1The business opens Dashboard > Catalog > Staff.
- 2In Personal schedule, the business enters Employee email and sends access.
- 3The staff member receives the activation email and clicks Activate staff account.
- 4The staff member creates a password and lands on My Schedule.
- 5The staff member manages only their own schedule and, if allowed, updates Default, Overrides, or Days off.
- 6The staff member can optionally connect Google Calendar from the My Schedule header.
Related guides
Continue with the next setup steps around channels, booking, scheduling, or automation.
Common questions
Can staff users see other team members or the main dashboard?
No. Staff Portal accounts are limited to the invited staff member and their own schedule only. They do not get access to the main business dashboard or other staff schedules.
Can a staff member connect their own Google Calendar?
Yes. Staff can connect their own Google Calendar from the My Schedule page, and that connection applies only to that staff member’s schedule.