Teams: staff & permissions

Add your team members, set their working hours, manage time off, and control exactly what each person can see and do with roles and permissions.

Teams is where you manage the people who work at your clinic. You invite staff to the dashboard, set their availability, track time off, and control their permissions. Open Settings from the account menu in the top-right, then select Teams (the page title reads Staff).

You need the staff permission to add or edit team members. Owners see every location. Managers and staff are pinned to their own branch, and their changes apply there.

Screenshot: the Teams list showing each member with their role, location, and availability, plus the Add staff button.

The staff list

Everyone on your team appears in a list with these columns:

Column	What it shows
Member	The person’s name.
Role	Their role: Owner, Manager, or Staff.
Location	The branch they belong to.
Availability	Their working hours at a glance.

Someone who hasn’t set up their account yet carries an Invite pending badge next to their name in the Member column, or Invite expired if their link has passed its expiry.

Select Add staff to add someone new, or select any member to open their detail with the tabs described below.

Add a staff member

1. Select Add staff

   Open the Add staff dialog.

2. Enter their details

   Fill in the fields:

   Field	Notes
   Full name	Required.
   Email	Required. Zovi emails the invite to this address.
   Role	Choose Manager or Staff. This sets their default permissions. Owner is greyed out and can’t be selected.
   Location	Required. The branch this person works at.
   Working hours	Set their weekly availability on the hours grid.

   There’s one clinic Owner, set when the clinic is created. You can invite a Manager or a Staff member, never another Owner.

3. Save

   Save to add the person to your team. They appear in the list right away.

4. Pass on the invite

   Zovi emails the person a secure link to set up their own account, and a confirmation panel tells you the invite has been sent. The same panel gives you a copyable invite link you can send them yourself if the email doesn’t arrive.

   The person chooses their own password when they follow the link. You never see it, set it, or hand one over.

Chase an invite

Someone who has been invited but hasn’t set up their account yet shows an Invite pending badge in the staff list and on their profile. If their link has passed its expiry, the badge reads Invite expired instead.

Open that person and you’ll see a highlighted panel at the top of their profile, amber for pending and red for expired, with a Resend invite button. Selecting it emails them a fresh invite and gives you a fresh copyable link to pass on.

Resend invite is also the fix for an expired link. There’s nothing else to reset: send a new invite and the old link stops mattering.

The member tabs

Selecting a team member opens their detail, organised into tabs.

Profile

The person’s core details:

• Name and Email. The email is read-only once set.
• Role preset: their role (Owner, Manager, or Staff).
• Location: the branch they belong to.
• Calendar colour: the colour their appointments show in on the calendar.
• Dashboard login: whether they can sign in.
• Remove staff: remove the person from your team.

Availability

The member’s working hours grid. Set the days and times they’re available so the booking calendar only offers slots when they can actually work.

Time off

Log and track when the member is away. Each entry has a type, a start and end date, and an optional note.

Time-off types:

• Holiday
• Sick leave
• Training
• Personal
• Unpaid

Each request shows a status of Approved or Pending.

Whether time off needs sign-off depends on the Staff time-off approval switch in Booking settings. With it on, requests stay Pending until approved before they block the calendar.

Permissions

Control exactly what this person can see and do.

Start from a preset, a segmented control for Owner, Manager, or Staff, then fine-tune individual toggles. Permissions are grouped into 7 permission groups of switches:

• Clients
• Bookings & calendar
• Catalog
• Marketing
• Payments & analytics
• Staff
• Settings & billing

When you change anything away from the preset, the tab shows a Customised label with the number of toggles you have changed. Use Reset to preset to snap back, and Save permissions to apply your changes.

Some abilities are owner-only and show as locked chips you can’t toggle for managers or staff: managing locations, publishing the app, editing branding, and managing billing. Only an Owner has these.

The Owner’s own account is protected too. A manager with full staff permissions still can’t deactivate the Owner, change the Owner’s role, or resend the Owner’s invite. Those attempts are refused and recorded in the audit trail. A manager with the staff permission can still edit the Owner’s name, calendar colour, location, and photo.

A Manager’s permissions are automatically scoped to their branch. A scoped toggle reads ” only”. Their access applies to their own location, not the whole clinic.

Roles & permissions

Every team member has one of three roles, which sets their starting permissions. You then tune each person on their Permissions tab.

Owner

Full, unrestricted access across all locations, including billing, app publishing, branding, and locations. Owner-only abilities can’t be granted to anyone else.

Manager

Broad access, automatically scoped to their branch. Their changes to catalog, offers, schedules, and settings apply to their location only.

Staff

Day-to-day access: clients, bookings, and checking clients in.

The role sets a person’s default permissions. The Permissions tab lets you grant or remove individual abilities from there. For how roles shape the whole dashboard, see the dashboard tour.

Related

Tour the dashboard

How roles shape what each person sees.

Booking settings

Turn staff time-off approval on or off.