Adding & Managing Staff in Townsquare

Created by Maddie Baldwin, Modified on Fri, 31 Jan at 10:07 AM by Maddie Baldwin

Adding & Managing Staff in Townsquare

Overview

Townsquare allows businesses to add and manage staff members within their account, enabling teams to collaborate efficiently. Each staff member can have their own calendar, services, and availability, along with designated roles and permissions that control access levels.

1. Adding a New Staff Member

To add a staff member:

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

2. Managing Staff Settings

To update or modify staff details:

Go to Settings > Staff to view all staff members.
Locate the staff member and select "Staff Settings."
The Staff Settings Pagewill open, where you can update:
- 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 easy identification in the business calendar.

Setting Up Appointments

Select services provided by the staff member in My Appointments.
Enter phone numbers and service locations if applicable.
Add unique video links for online meetings (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 working hours under My Schedule.
Sync the Townsquare app calendar with Google, Outlook, Yahoo, or other external calendars to prevent scheduling conflicts.

Enabling Notifications

Email Signature: Customize the signature that appears in all outgoing emails.
Text Notifications: Staff members can receive alerts for payments, client messages, and booking requests.
Push Notifications: Real-time notifications via the Townsquare mobile app.

Note: Staff must install the Townsquare app from Google Play or the Apple App Store to receive push notifications.

5. Roles & Permissions

Roles control staff access to client information, payments, and account settings.

Role	Access Level
Primary Admin	Full access, including subscription and billing. Cannot be reassigned.
Administrator	Full account access, but cannot modify billing or other staff details.
Manager	Can manage administrative tasks but cannot modify staff settings or view subscription details.
Marketer	Access to marketing tools and the full client list, but no access to payments.
Collaborator	Can use the "Work As" function to assist users but cannot modify account settings.
User	Limited to client interactions; cannot edit bulk client data, tags, or payments.

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 additional support, visit the Staff Settings Page or contact Townsquare Support.