Create and Maintain Staff Profiles

A staff profile represents a person in operational scheduling. It stores their branch, contact details, role label, exact services and availability. It is different from the user account used to sign in.

Before you begin

Create the staff member’s location and active bookable services. Confirm their name, Indian mobile number, optional email, operational role, exact services, working days, shifts and breaks.

Permission required

Owners can manage staff across the business. Managers and staff need Manage Staff permission and can work only with staff in accessible locations.

Create a staff profile

Add an operational team member

1. Open Team → Manage Staff and select Add Staff.
2. Enter the person’s name, mobile, optional email and operational role.
3. Select the location where the staff profile will operate.
4. Select each exact bookable service the person can perform.
5. Add an approved photo when useful.
6. Complete any required owner-only employment fields shown on the form. Detailed compensation guidance is covered separately.
7. Leave Dashboard Login Access off when the person does not need to sign in.
8. Save the staff profile.

Add availability

After creation, find the staff member and select Availability. Choose at least one working day, add shift start and end times, add optional break times, and save. The staff Details page shows the saved schedule and exact service eligibility.

Give optional dashboard access

Only the business owner can change Dashboard Login Access. Edit the profile, turn access on, enter the login email and choose Staff or Manager. The status panel tells you what will happen:

• No dashboard login — a new linked login will be created, so enter an initial password.
• Existing login available for linking — the same-business unlinked login will be linked and keeps its current password; an inactive login is reactivated.
• Existing login linked — the profile already has a dashboard login; saving can update its role or reactivate it.
• Email conflict — the address belongs to an owner, another business or another staff link and cannot be reused here.

The staff member’s location is added to the linked login when needed. The login’s assigned role and broader location access remain controlled through Administration → User Management → Manage access; role permissions are configured in Settings → Permissions → Roles & Access.

Edit or retire a staff profile safely

Review upcoming appointments before changing location, services or availability. A location change reloads eligible services, so select the correct services for the new branch before saving.

Turning off Dashboard Login Access disables the linked user’s login but leaves the staff profile and history intact. The current Manage Staff screen shows Active and Inactive statuses but does not provide a supported self-service staff-profile deactivate/delete action. Resolve upcoming work and contact Support for the supported retirement process.

Important information

Do not reuse a staff profile for another person. Keeping the original profile preserves accurate appointment and audit history.

Troubleshooting

• If a location is unavailable, check the current user’s location access.
• If a service is missing, confirm it is active, bookable and in the same location.
• If the staff member cannot see My Workspace data, confirm the login is linked to this profile and active.
• If an existing email is accepted for linking, leave the password unchanged; Yepsta preserves that login’s current password.
• If a login email is unavailable, do not create a variation to bypass the conflict. Review User Management or contact Support.
• If a profile should no longer operate, do not create a duplicate or repurpose it; contact Support after resolving future appointments.

Related guides

• Assign Services to Staff
• Manage Roles and Access
• Set Business Hours and Availability
• Use the Staff Calendar
• Configure Staff Compensation and Commissions

Last reviewed: 10 September 2026