Adding & Managing Staff Members in Townsquare

Overview

Townsquare allows businesses to add and manage staff members, ensuring each team member has their own calendar, assigned services, and role-based permissions. This guide outlines the steps for adding staff, updating their settings, and managing access levels.

1. How to Add a New Staff Member

To add a staff member:

1. Go to Settings > Staff in the Townsquare app.
2. Click "New Staff Account."
3. Enter the staff member’s name and email.
4. Assign a role (see the Roles & Permissions section for details).
5. Select the services the staff member will provide.
6. Ensure the toggle is ON to send an invitation email notifying them of their new account.
7. Click "Advanced" to access the Staff Settings Page for additional setup.

2. Managing Staff Settings

To update or modify staff details:

1. Navigate to Settings > Staff to view all staff members.
2. Select the desired staff member and click "Staff Settings."
3. The Staff Settings Pagewill open, allowing updates to:
   • My Profile: Name, email, professional title, and profile photo.
   • My Appointments: Assigned services and appointment details.
   • My Schedule: Business hours and synced calendars.
   • My Notifications: Email signatures and mobile notifications.

3. Configuring Staff Profile & Appointments

Updating Profile Information

• Add a profile photo (JPG, GIF, or PNG, at least 32 pixels, under 4MB).
• Assign a color for calendar visibility.

Setting Up Appointments

• Assign services to staff members by selecting checkboxes in My Appointments.
• Update phone numbers and service locations if necessary.
• Add unique links for virtual appointments (Zoom, Google Meet, etc.).

Important: Ensure the Services List is configured before assigning services to staff.

4. Managing Staff Schedules & Notifications

Setting Business Hours

• Configure time zones and work schedules under My Schedule.
• Sync external calendars (Google, Outlook, Yahoo) to prevent scheduling conflicts.

Enabling Notifications

• Email Signature: Customize the signature that appears in all outgoing emails.
• Text Notifications: Staff can receive text updates for payments, client messages, or booking requests.
• Push Notifications: Staff can get real-time alerts through the Townsquare mobile app.

5. Roles & Permissions

Roles control what each staff member can access within Townsquare.

Certain permissions can be adjusted under Roles & Permissions.

6. Key Takeaways

• Businesses can add and manage staff members through the Staff Settings Page.
• Each staff member has a custom schedule, services, and role-based permissions.
• Notifications and synced calendars help avoid scheduling conflicts.
• Roles define who can access sensitive data, manage marketing, and process payments.
• Only the Primary Admin can manage subscriptions and billing.

For further assistance, visit the Staff Settings Page or contact Townsquare Support.