Staff Management

Overview

The staff management module holds the people data that the scheduling engine, commission system, and analytics all depend on. It covers who works at each location, what they can do (skills), when they work (shifts and availability), when they are away (leave), and what they are aiming for (goals).

Staff Profiles

Each staff member has a profile per location they work at:

Field	Description
Name and contact details	Name, phone, email, profile photo
Role	The user's permission role at this location
Services and skills	Which services this staff member is qualified to perform
Employment type	Full-time, part-time, freelance
Start date	For tenure and commission rule calculations
Bio / display name	Used on the booking widget if the brand allows stylist selection
Active / inactive	Whether they appear in the scheduling calendar

Skills and Service Capability

Skills are tags assigned to staff that link to the service catalog. A service defines which skill is required; the scheduling engine only shows staff for a service if they hold that skill.

Example: The service "Keratin Treatment" requires the skill "Chemical Treatments". Only staff with this skill assigned appear as options when booking that service.

Skills are managed by brand managers and location managers. There is no expiry by default, but certifications (below) can have expiry dates.

Certifications

Certifications track formal qualifications:

• Certificate name and issuing body
• Issue date and expiry date (if applicable)
• Certificate number
• Document attachment (PDF/image)

Expiring certifications trigger alerts to the staff member and manager. A certification can be linked to a skill — if the backing certification expires, the skill can be automatically suspended.

Shifts

A shift defines when a staff member is working on a given day:

• Date, start time, end time
• Location
• Shift type (regular, split shift, on-call)

Shifts can be:

• Created individually
• Generated from a template (recurring patterns, e.g. Mon–Fri 9am–6pm)
• Copied from the previous week

The scheduling engine uses shifts as the availability boundary — appointments cannot be booked outside a staff member's shift unless an override is granted.

Availability

Beyond shifts, fine-grained availability can be configured:

• Break times: non-bookable periods within a shift (lunch, setup time)
• Skill-specific availability: a stylist who only takes colour appointments before 2pm
• Working location overrides: if a stylist splits time between two locations

Leave Management

Leave Request Flow

1. Staff submits a leave request: type, date range, reason
2. Manager reviews and approves or denies
3. On approval: affected dates are blocked in the calendar (non-bookable)
4. If there are existing appointments on approved leave dates, the manager is alerted to reschedule them

Leave Types

Type	Description
Annual leave / PTO	Planned vacation
Sick leave	Unplanned illness
Maternity / paternity	Parental leave
Unpaid leave	Approved absence without pay
Training	Off-site training or conference

Leave balances (entitlements, used, remaining) are tracked per staff member. Policy (accrual rate, carry-over) is configured at brand level.

Staff Goals and Targets

Managers can set monthly or quarterly targets per staff member:

• Revenue target (total service revenue generated)
• Service count target
• Retail sales target
• Client retention target (% of own clients returning)
• Attendance target

Actual performance is tracked against these targets and shown in staff performance dashboards. Staff can see their own progress.

Staff Tasks

Tasks can be assigned to staff members:

• Title, description, due date, priority
• Assigned by manager or created by staff themselves
• Status: to-do, in-progress, completed
• Completion acknowledged by the staff member

Tasks are not limited to client-related work — they cover any operational to-do (training completion, stock count, equipment maintenance).

Inviting Staff

1. Manager enters the staff member's name, email, role, and location scope
2. An invitation email is sent with a sign-up link
3. Staff member sets up their account and is immediately active

Key Data Entities

• StaffProfile — the staff member's record at a location
• Skill / SkillAssignment — what the staff member is qualified to do
• Certification — formal qualification with expiry tracking
• Shift — working hours for a specific date
• TimeOff — approved leave record
• LeaveRequest — the request workflow (pending, approved, denied)
• Target — a performance goal for a period
• StaffTask — an assigned to-do item

Permissions

Action	org_owner	brand_manager	location_manager	front_desk	stylist
Create / edit staff profile	Yes	Yes	Yes (location)	No	Own (limited)
Assign skills	Yes	Yes	Yes	No	No
Manage certifications	Yes	Yes	Yes	No	Own
Create shifts	Yes	Yes	Yes	No	No
Approve leave	Yes	Yes	Yes	No	No
Submit leave request	Yes	Yes	Yes	Yes	Yes
Set targets	Yes	Yes	Yes	No	No
Assign tasks	Yes	Yes	Yes	Yes	No
Complete tasks	Yes	Yes	Yes	Yes	Yes