Your team and the staff screen

Add staff (barbers, stylists) and their photos

The Staff page in the dashboard sidebar is where you add each person who serves customers: barbers, stylists, servers, whatever your business calls them. A location can have up to 40 team members.

1. Open Staff in the dashboard sidebar.
2. Click Add and type their name. They appear under the right location immediately.
3. Click their card to upload a headshot. Square photos work best.
4. If you use the Services catalog, open their card to choose which services they offer.

Their photo and name appear on the TV when a customer is called, and on the customer's own waiting page. Photos are never shared publicly. Staff can update their own photo from the staff screen without dashboard access.

Mark who's working today (on duty)

On the staff screen, the "Who's working today" panel shows everyone on the roster. Tap a name to mark them on or off duty.

Being on duty matters in three ways:

• Only people marked on duty are in the rotation when staff press Call next.
• The wait estimate is divided across the people on duty, so keeping this accurate keeps quotes accurate.
• If customers can choose a team member, only people on duty are offered on the join form.

If you turn on the time clock (the Hours page), the on duty switch also records each person's shifts.

Let customers choose a team member (choose your stylist or barber)

You can let customers pick who serves them. Turn on "customers choose a team member" for a location in Location settings, or in the setup wizard's "How customers join" step.

The join form then lists the team working today, with photos. "Anyone" comes first for people who just want the next opening. If customers pick services, only team members who do those services are offered. When they're called, the TV and their phone show who's ready for them.

A customer who asks for a specific person keeps that person's line in the wait estimate, even if someone else is free. The Provider Queue page shows who is waiting for each person, and lets you post a "running behind" message (5 to 30 minutes, or your own words) that their waiting customers see instantly.

Assign a device to one person (On this device)

If each barber or stylist works at their own station with their own tablet or phone, tap "On this device" on the staff screen and choose that person. The big Call button then calls the next customer specifically for them, so each person just taps once.

When someone is called this way, the TV and the customer's phone show which team member is ready for them, with their photo if you've added one. The setting is saved on that device, so set it once per station. To go back, choose "Shared (everyone taps their photo)" in the same On this device menu, which is in the "Who's working today" panel. The person should also be marked on duty in the "Who's working today" panel.

How the staff PIN works (one PIN per location)

Each location has one staff PIN that is shared across all the staff devices for that location, such as the front-desk tablet. It is not a personal PIN: there is one code per location, not one per person. It must be 6 to 12 digits.

To change it, open Location settings, scroll to New staff PIN, enter a new 6 to 12 digit number and click Change PIN. Every device using the old PIN is signed out and needs the new one. Change it when someone leaves.

After 20 wrong PINs, the PIN screen locks for 15 minutes; devices already logged in aren't affected. Owners and managers can always sign in to the staff screen with their own account instead.

If a team member needs their own login (for their own book, clients, pay and schedule), invite them to sign in with their email from their profile on the Staff page. That personal sign-in is separate from the location PIN.

Give a team member their own login (staff email sign-in)

Besides the shared location PIN for the front-desk screen, each team member can have their own email sign-in. Open the person's profile on the Staff page and invite them by email.

With their own sign-in, a team member sees their own book: their appointments, their clients, their pay (earnings, tips and statements), their hours, and their schedule, where they can block their own time. A staff login is tied to one person at one location and covers that person's own book, not the business's billing or settings.

This is separate from owner and manager access, which you manage on the Admins page.

Owner, manager and staff roles (admins)

NextUp has three levels of access:

• Owner: full access, including billing, locations, branding, team management and all settings. Only owners can delete locations or change the subscription.
• Manager: can manage the queue and most settings, but cannot touch billing or delete locations. Managers sign in with their own NextUp account. Owners decide whether managers can use downloads (exports) and edit prices.
• Staff: the staff screen through the shared location PIN, or their own email sign-in for their own book. No dashboard settings access.

There are no per-seat fees: add as many owners and managers as you need. NextUp does not offer custom roles or single sign-on (SSO).

Invite a manager or another owner

1. Open Admins in the dashboard sidebar.
2. Click Invite and enter their email address, and choose owner or manager.
3. They receive an email with a link to set up their account. The invite link lasts 7 days. Once they accept, they appear in the list.
4. To change their role or remove them, click the menu on their row. Removing someone revokes their access right away.

Managers and owners can log in to the staff screen with their own account instead of the staff PIN, which is useful if you don't want to share the PIN. Each person has their own login and their own entries in the activity log.

Time clock and staff hours

The Hours page is a time clock for your team. Once an owner turns it on, the on duty switch on the staff screen records each person's shifts. A shift left on an hour past closing time is ended at closing time, the person is switched off duty, and the shift is flagged for you to check.

Owners and managers can add, fix and delete shifts (every change is logged with before and after), and see hours per person for any period. Each person's book shows their own hours this week. These hours feed payroll and tip pools shared by hours worked.

Note that the Hours page is the staff time clock. Your location's opening hours are set in Location settings.