Invite Staff

Yepsta separates a staff profile used for scheduling and service work from a dashboard user used to sign in. Create only the access a team member needs.

Before you begin

Create the relevant locations, services and access role first. Confirm the person’s name, phone, email, work location, exact services and whether they need dashboard access.

Permission required

The owner controls Roles & Access and owner-only User Management. A permitted team member can maintain operational staff only for accessible locations.

Add the team member

Create staff and optional login access

1. Open Team → Manage Staff and select Add Staff.
2. Enter the staff member’s contact details, operational role and location.
3. Select the exact bookable services the person can perform.
4. Turn on Dashboard Login Access only if the person should sign in.
5. Enter the login email and choose Staff or Manager.
6. Review the access status shown for the login email. Set an initial password only when Yepsta is creating a new login, then save the profile.
7. Open Availability for the new staff member and add working days, shift times and optional break times.
8. As owner, review the login under Administration → User Management → Manage access and assign the required role and locations. Review that role under Settings → Permissions → Roles & Access.

What happens next

The staff member becomes available for the selected location and assigned services. When a new dashboard user is created through Manage Staff, Yepsta sends the login invitation to the login email.

If an unlinked dashboard login with the same email already belongs to this business, Manage Staff shows Existing login available for linking. Saving links that login to the staff profile, keeps its current password and reactivates it if necessary. An email belonging to the owner, another business or another linked staff profile is rejected instead of being silently reassigned.

Important information

Do not share one login between multiple people. Turning off Dashboard Login Access disables the linked login but does not remove the operational staff profile or past appointment history.

Troubleshooting

• A service appears only if it is active, bookable and belongs to the selected staff location.
• If the person can sign in but sees no expected module, check the assigned role, exact action scope and assigned locations.
• If the invitation is missed, the owner can use Administration → User Management to resend the setup/reset link.
• For a same-business email already used by an unlinked login, use Manage Staff to link it; User Management will not create a duplicate.
• Use Manage access in User Management to change the assigned role, location access or active status. Manage personal and operational profile details under Manage Staff.

Related guides

• Create and Maintain Staff Profiles
• Manage Roles and Access
• Assign Services to Staff

Last reviewed: 10 September 2026