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For a walkthrough of initial Team setup, visit our SuiteCenter article here.

 

Team Member Roles

• SuperAdmin (you) - The SuperAdmin is the primary owner of the business account and has access to all features of the PocketSuite app. This role cannot be assigned to additional staff members and requires no set up. 
• Admin - Team members will have access to all clients and most of the information and settings in your business account with the option to allow them to access income reports. These team members cannot modify your plan and settings, or access account payment methods. 
  • This role is typically for managers or administrative staff who require greater access to the business records and client information. 
  • Admins additionally have the capability to schedule any member of staff and can optionally share a single message thread with the SuperAdmin and client or have their own direct message threads with clients.
  • Admins are the only team members who can share your inbox, meaning they can access and message clients in the same conversation thread as you.
• Staff - Team members can be given access to client messages, business schedule, payment collection, and view the contact information of clients who have been assigned to them. This role is typically for full or part time staff as they have greater access to client information and are able to process client payments. These team members do not have access to income data. 
  • As the SuperAdmin, you have the ability to toggle on or off ‘Show All Clients’ for each Staff-level team member
    • When this is toggled on, they are able to see all clients and all client appointments
    • When toggled off, they are only able to see the clients and appointments that they are assigned to. 
  • Staff-level team members are only able to schedule appointments for themselves (not for other team members) and have a separate message inbox which only allows them to see their messages with the client.
• Limited - Team members will only have access to jobs that are assigned to them and the amount they will be paid for each job (if available). 
  • These team members will not have access to client contact information but they will be able to send clients messages through PocketSuite. This role is typically for contractors or staff for which you wish to restrict access to client information.

 

Scheduling

Viewing a Team Member’s Calendar

• To view the calendar of an individual team member, navigate to Calendar > select the filter icon in the top right corner > Pros > select the team member > Done

Creating Blocks on a Team Member’s Calendar

• To create a block on a team member’s calendar, navigate to Calendar > ‘+’ > Block out time > create the block per usual > set the team member under the ‘Team member’ field > Save

 

Assigning Eligible Services

As the SuperAdmin, you have the ability to decide which services can be assigned to team members to control how they are able to work with your clients. 

• When creating a new team member in the PocketSuite app, you have the ability to assign them to specific services or allow them to perform any of your available services.
  • If none of your team members have specific eligible services assigned, then all of your team members will be eligible to perform all services.
  • Once you assign any individual team member to be eligible for specific services, all team members should be assigned to eligible services (any team member without eligible services set will not be able to be booked for any services once a team member has been assigned to specific eligible services).
  • To allow a team member to perform all of your services, select all of your services when assigning their eligibility.

 

Setting Team Member Schedules

• When creating team members in PocketSuite, be sure to set their business hours in order to allow them to be booked and perform services.
• If your team member does not have a regular schedule, you can use the blocks functionality to modify their availability / working schedule.
  • For a more detailed walkthrough, please visit our SuiteCenter article here.

Team Dashboard

From your team dashboard, you can view all your active employees, pay them, view their inbox, edit their profile and settings, and add a new member to your team. 

Viewing / editing a Team Member:

• Select the team member’s profile. From here you can see their business history, chat with them, add a note to their profile, or select ‘Edit’ to edit their profile and settings.

 

Paying a Team Member:

• Select the three dots (...) on the right-hand side of the team member’s profile then select Pay. You can pay your team member for services they have completed, or custom amount as a one-time payment.

Viewing Team Member Inbox:

• Select the three dots (...) on the right-hand side of the team member’s profile and then select “View Inbox.” From here you can see your team members' conversations with clients and with you on the PocketSuite app. 

 

Additional Tips to Keep in Mind

 

Setting Reservation Capacity for Each Pro:

• See our Suite Center article here.

Calendar Sync:

• Calendar sync in the PocketSuite app only applies to the SuperAdmin calendar (additional team members must manually import blocks from their calendars).

Assigning Team Members:

• Ensure you set how your team members are assigned during online bookings.
  • Navigate to Settings > Scheduling > Staff appointments.

 

• • • We recommend using auto-assign to automatically assign team members based on their availability.

Unassigned Bookings:

• When classes or other bookings are unassigned to a team member, the SuperAdmin’s availability will be automatically blocked until those appointments are assigned to ensure sufficient coverage of the appointment.

Updating Business Hours:

• Team schedules are set individually
  • When updating your business hours, ensure that all team members’ hours are updated accordingly.
  • Hours you set as the SuperAdmin affect your availability only and do not automatically update your team members’ availability.

Additional Scheduling Tips:

• Scheduling settings such as Flex and Buffer time are assigned at the business level by default, though team members can customize these for their own schedules.

Video Setup: