Add chairs and barbers, roles and permissions

At the end of this article every chair in your shop will be set up, every barber will have their own login, and each role will only see what it should. Sales, tips and commission will be tied to the right person from the first ticket.

Before you start

• Your location is set up. See Add your shop location and opening hours.
• A list of chairs (numbered or named, for example “Chair 1” or “Window chair”).
• Each barber’s name, phone and email, and how they are paid: commission, salary, booth rent or a mix.
• A decision on who gets manager access. Keep it to people you trust with cash.

Steps

1. Add your chairs. Go to Settings → Business locations → Chairs (on some screens it is listed as stations) and add each chair with a name. Chairs show on the walk-in queue board and in bookings. Full Shop covers up to 10 chairs per shop.
2. Create roles. Go to Users/Staff → Roles → Add. Make roles that match your floor:
   • Owner: everything. Usually only you.
   • Manager: POS, refunds, cash register close, staff schedules, reports for their shop.
   • Front desk: POS, queue, bookings, client cards. No reports, no expenses.
   • Barber: own appointments, queue, own sales, own tips and commission.
   • Booth renter: own book and queue, own sales and clients only.
3. Tick permissions. For each role, tick what it can do. Watch these closely: refunds and discounts, editing past sales, viewing reports, viewing expenses, and changing prices. Save.
4. Limit by location. In each role, or on each user, choose which shops they can access. A barber at your second shop should not see the first shop’s numbers.
5. Add each barber. Go to Users/Staff → Users → Add. Enter name, email and phone, assign the role and location, and set a username and password. Tick Allow login if they will use the system.
6. Mark them as a service provider. Turn on the option that lets the person be picked for services, appointments and the queue. Assign their default chair if they always work the same one.
7. Set commission. In the user’s sales commission field, enter their percentage. You will fine-tune this per service in Tips per barber and commission rules.
8. Set working hours. Add each barber’s days and hours so the booking page only offers their real availability.
9. Hand out logins. Ask each barber to log in on their phone and change their password.

Common mistakes

• Everyone on the owner login. You lose track of who sold what, and anyone can refund or delete a sale.
• Managers with expense access they do not need. Keep money screens limited.
• Deleting a barber who left. Deactivate instead. Deleting can make old reports harder to read.
• Forgetting the service provider switch. The barber will not appear in the queue or the booking page.
• No working hours. Clients book a barber on their day off.

Next step

Add the cuts you sell with prices and times: Add services with durations and prices.