When a business grows from one person to a team, technical management gets complex. Each new professional has their calendar, their clients, their particularities. And there's real tension between two goals: giving the team autonomy to do their work without interrupting you over everything, and protecting sensitive information (global clients, finances, business settings) they shouldn't touch.
BookHero solves this with a two-layer permission system: you, owner, see and change everything; each staff sees only what concerns them. No complex configuration, no permission matrices. By design. Here's how it works.
The two-layer permission system
| Capability | Owner (you) | Staff |
|---|---|---|
| See own calendar | ||
| See others' calendars | ||
| See clients they interacted with | ||
| See global client list | ||
| See own commissions | ||
| See consolidated reports | ||
| See business fiscal data | ||
| Change own schedule | ~ (your call) | |
| Invite/remove staff | ||
| Change plan / fiscal data | ||
| Issue receipts / invoices at checkout | ||
| Access dashboard /dashboard | ✓ (owner) | ✓ (/dashboard/team) |
There are no intermediate levels (admin, manager, etc.) for now - just owner and staff. For 95% of small businesses, this simple model is enough. If you need more granular levels, contact us.
How to invite a staff member (4 steps)
Go to Staff in the side menu
On any dashboard screen, open Staff. You see the current team list.
Click Add staff member
Visible button at the top. Dialog opens.
Fill in name and email
Email is the invitation channel and what they'll use to log in. Make sure it's correct - changing later is possible but annoying.
Confirm and the invite goes out
BookHero automatically sends an email to the staff with confirmation link. They click, set password, ready to use.
Total time from start to finish: 3-5 minutes. The staff member receives the invitation in seconds. They typically confirm within the day. If they don't confirm in 7 days, you can resend the invitation from their card.
What the staff sees on their dashboard
What they DON'T see:
- Other colleagues' calendars (team privacy).
- Global business client list (only those they served).
- Consolidated reports (global revenue, occupancy, etc.).
- Business settings (public page, fiscal, plan, integrations).
- Other staff (cannot invite/remove).
Care points when adding the first person
How to configure the staff schedule
Each staff member has their independent schedule. In Staff > [name] > Schedule, you define:
- Base schedule: days and hours they typically work.
- Time off: specific days when not available.
- Breaks: e.g., lunch 1pm-2pm.
- Long periods: holidays, leave, etc.
The public page shows only slots where at least one capable professional is available. The client never sees a booking at a time when no one can serve.
Auto-assignment vs client chooses
If multiple staff perform the same service, BookHero can:
| Mode | When to use |
|---|---|
| Client chooses | Sectors where professional matters (hairdresser, physio, esthetician) |
| Auto-assignment | Services where professional is interchangeable |
| Hybrid (recommended) | Client can choose OR let BookHero decide |
Auto-assignment configuration (random, round robin, least loaded) is in Settings > Assignment. Details in separate article.
Staff exit (offboarding)
When a staff member leaves (amicable departure or not), there's a simple process to ensure everything keeps working well:
Identify future bookings
In Staff > [name] > Calendar, see future bookings. Decide: redistribute to another professional or contact clients.
Calculate final pending commission
In Reports > Staff, see month-to-date commission. Include in the last payroll processing.
Remove access
In Staff > [name] > Remove. Their login stops working immediately.
History remains
Old bookings and clients they served remain visible to you as owner. Client history stays complete.
Multi-business: working in several businesses
If you have several different spaces (e.g., two salons in different cities), BookHero supports multiple businesses on the same account. How it works for the team:
- Each business is independent - has its name, slug, fiscal, team.
- Staff can be invited to multiple businesses, with different email in each (or same email if you prefer).
- Switch between businesses in the account menu - lets the staff work in both without logging out.
- Each business has its calendar, commission rules, schedules.
Best practices with new staff
- 30-minute 1-on-1 onboarding: show the person exactly how to access, view calendar, do checkout.
- Don't give access to everything at once: let them get used to the basics for 2 weeks.
- Keep the business WhatsApp Business centralized with you: client communication goes through you while they learn.
- Review commissions with them at end of first month: confirm they understood how it works, no surprises.
Typical mistakes to avoid
- Inviting before configuring services: staff enters and sees empty dashboard, frustrating.
- Not setting schedule before public starts booking: clients book hours when they can't be served.
- Not communicating commission rule before it's effective: discovery on payslip generates resentment.
- Keeping staff active after they leave: open security door, client can receive bookings from someone no longer there.
- Not centralizing who responds to clients via phone: generates inconsistent answers.
Frequently asked questions
Is there a staff limit per business?
Depends on the plan. Free and Starter are typically for individuals or very small teams. Pro and Enterprise support larger teams. In Settings > Plan you see exactly the limits of your current plan.
Can the staff see what others are earning?
No. Each staff sees only their own commissions. You, as owner, see everyone's. Team privacy by design.
Can I have freelancers vs employees on the same team?
Yes. Each has their commission rule (freelancer might have 70%, employee might have 0% commission + fixed salary outside BookHero). The system is flexible on rules; the fiscal/labor relationship is between you and your accountant.
How to manage a temporary substitution (sick leave)?
Configure prolonged time off for the absent person in Schedule > Time off. Their bookings become invisible to new clients. Already-made bookings need to be managed individually (redistribute or contact).
Can the staff add a booking manually?
Yes, they can add bookings on their own calendar (a client who called to book directly, walk-in being recorded, etc.). These bookings enter the system normally, with automatic commission calculation.