Staff Members & Roles

CloudBridal allows you to manage your entire staff team, control access permissions, track sales performance, and monitor work hours. The Staff Members section is where you configure these settings.

Setting Up Staff Members

Add all staff members who work at your store, even if they won't have their own CloudBridal account. This ensures accurate appointment scheduling, time tracking, and sales attribution.

Adding a Staff Member

Click the New Staff Member button and configure these fields:

• Name: The staff member's full name
• Wage per Hour: Optionally set hourly wage for payroll calculations
• Pin Code: Used to clock in and out with the time tracker, and to unlock the screen when the inactivity lock is on
• Staff Type: Categorize as Sales Associate, Seamstress, or both. Only staff marked as a Sales Associate can be credited on an order or added to a split sale
• Title and Portrait Image: Shown to customers when staff selection is enabled for online booking
• Appointment Types: Which appointment types the staff member can handle for staff-based appointment scheduling. Leave empty to allow all types.
• Max Appointments per Day: Once the staff member has this many appointments in a day, they stop being offered for new bookings that day. Leave empty for no limit.
• Inactive and Login Suspended: Deactivates the staff member and their account. Visible only for staff who have system access.
• System Access: See next section.

The scheduling fields matter when appointment schedules base their availability on staff working hours — see Appointment Settings to set that up.

Giving Staff Access to CloudBridal

The System Access section in the staff member form allows you to grant your staff access to CloudBridal. There are three available access types for staff members:

1. No Access: The staff member has no access to CloudBridal. Purely used for features like staff assignment and scheduling.
2. Email Invitation: The staff member receives an invitation via email. They can then register themselves and have access to the system.
3. Local Account: You provision an account for the staff member. This requires you to define their username and password, which you can then share with them.

When granting access to CloudBridal, you will also need to define a Role. See the Staff Roles and Permissions section below for more information on how to define roles and set up permissions.

Inactivity Lock

On a device the whole shop shares, whoever signed in first stays signed in, and everyone else's work is recorded under their name. The inactivity lock covers the screen after a period of inactivity until a pin code is entered. It is off until you turn it on.

To set it up, find Inactivity Lock at the bottom of the Staff Members page:

1. Tick Enable the inactivity lock.
2. Set Lock After (Minutes) — 15 by default, anything from 1 to 240.
3. Save.

A summary then shows how many staff members the lock covers, how many are exempt, and anyone who has no pin code.

The lock reaches staff who can sign in and have a pin code. It does not apply to:

• Staff with no pin code. A pin is how they would get back in, so the lock skips them. They appear in the summary with a warning until you add one.
• Anyone you exempt, using Exempt from the inactivity lock on their staff member record — useful for an owner who works from their own laptop.
• Staff with no system access, who never see a screen to lock.

When the screen locks it shows the signed-in staff member's name and asks for their pin code. From there they can enter it and carry on with nothing lost, choose Switch user to sign in as themselves with their own password or Google account, or use Sign in as someone else for the standard sign-in page. Every tab open on that device locks and unlocks together.

The lock is a convenience and an accountability tool, not a security barrier — on a device the public can reach, sign out properly.

Staff Member Offboarding

When staff leave your business:

1. Edit their record and toggle "Inactive" to "Yes"

Inactive staff remain in your system for historical records but won't appear in dropdown menus or reports. Toggle "Display Inactive" in the staff table to view them.

Staff Roles and Permissions

You can define custom roles such as Sales Associate, Manager, etc. Roles correspond to the staff member's business function, and the best practice is to provide just the minimum permissions they need to perform their job effectively. By default, CloudBridal starts you with one role: Admin. The admin role is special because it has full access to the system. Due to these elevated privileges, it's a good idea to limit the number of admin users in your CloudBridal store account. Instead, you can create new roles by following these steps:

1. Navigate to the staff settings.
2. In the Roles section, click the New Role button.
3. Provide a name for the role and then go through all of the permissions. Enable just the permissions that the role requires.
4. Assign staff members to the role as needed by editing the staff member and adjusting the Role dropdown field.

Changing Your Own Staff Member Record

You cannot remove your own access to CloudBridal. On your own record, the System Access type, Role and Inactive and Login Suspended checkbox are read-only, and the record cannot be deleted — another administrator makes those changes for you.

This is why assigning yourself a new role to see what it looks like no longer locks you out of your own store. To try a role out, apply it to a spare staff member, or ask another administrator to switch you and switch you back.

Permissions Worth a Closer Look

Most permissions read exactly as they sound. These few are worth understanding before you set up a role:

• Orders → Cancel: Required to cancel an order or record a return. It's separate from Orders → Manage, so staff can edit orders without being able to cancel them.
• Orders → Reassign Sales Associate: Required to change who a sale is credited to — including editing the split — once an order is past Draft.
• Reports → Limit to specific reports: Tick this to narrow a role to particular reports. The picker opens with every report selected, so you remove the ones this role shouldn't run; the count above it tells you how many of your reports the role can reach. Reports added later aren't included until you add them here, and re-selecting everything drops the restriction. Admins always see every report.
• Reports → View: Also governs the Financial Summary and Outstanding Balances reports.

Updated on: 24/08/2026