Staff Members & Roles

Manage your team, who can sign in, what each role can do, and monthly sales goals in Settings › Staff members.

Setting Up Staff Members

Add everyone who works at your store, even if they won't sign in to CloudBridal. This keeps appointment scheduling, time tracking and sales attribution accurate.

Adding a Staff Member

Click Add staff member and fill in:

• About them: Name, Title, Name customers see, Portrait and Description. The title, portrait and description are shown on your booking page when customers can pick who they see.
• Can be picked as: Sales associate, Seamstress, both or neither. Only sales associates can be credited on an order, added to a split sale or given a sales goal.
• PIN: used to clock in and out, and to unlock a locked screen.
• Hourly wage: used in the Staff member time report.
• Appointment types: which types they can take for staff-based scheduling. Leave empty for all types.
• Most appointments a day: once reached, they aren't offered for new bookings that day. Leave empty for no limit.
• Signing in: see the next section.

The booking fields matter when appointment schedules base availability on staff working hours — see Appointment settings.

Giving Staff Access to CloudBridal

Under Signing in, choose how the staff member Signs in:

1. Doesn't sign in: no access to CloudBridal. Used only for assignments and scheduling.
2. With an email invitation: they receive an invitation by email and create their own account.
3. With a username and password: you create the account and share the details with them.

Anyone who signs in also needs a Role — see Staff Roles and Permissions below.

When you change the password of a username-and-password account, that person is signed out on every device.

Locking Idle Screens

On a device the whole shop shares, whoever signed in first stays signed in, and everyone else's work is recorded under their name. Lock idle screens covers the screen after a few idle minutes until the signed-in person enters their PIN. It is off until you turn it on.

To set it up, go to Shared devices on the Staff members page:

1. Turn on Lock idle screens.
2. Set Lock after — 15 minutes by default, anything from 1 to 240.
3. Save.

A summary then shows who the lock covers, who never locks, and anyone without a PIN.

The lock skips:

• Staff with no PIN — a PIN is how they get back in. They're listed with a warning until you add one.
• Anyone set to never lock, using Screen lock › Never lock their screen on their staff member record — useful for an owner who works from their own laptop.
• Staff who don't sign in, who never see a screen to lock.

When the screen locks, the person can enter their PIN and carry on with nothing lost, choose Not you? Switch user to sign in as themselves, 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 someone leaves, open their record and click Deactivate.

• They can't sign in or be booked. Their history, sales and appointments stay.
• If they have upcoming appointments, the confirmation says how many — move them to someone else first.
• Inactive staff aren't offered to customers or assigned automatically (for example through a staff pool, or as a customer's own staff member). If a customer reschedules online a booking held by an inactive staff member, it moves to another free staff member.

Inactive staff are hidden from the list. Tick Show n inactive above it to see them; open someone's record to Reactivate them.

Sales Goals

On the Core plan and above, give each sales associate a monthly net sales goal from Set goals in the Sales goals card, and follow their progress on Home and in the Staff member sales report. See Sales Goals.

Staff Roles and Permissions

Roles match a staff member's job — for example Manager or Stylist. Give each role only the permissions it needs. Every store starts with an Admin role, which can do everything; keep the number of admins small.

To create a role:

1. Open Staff members and click New role in the Roles card.
2. Name it and pick a starting point under Start from (Manager, Stylist, Front desk, Seamstress or Blank).
3. Adjust the permissions and save.
4. Assign the role in each staff member's Role field.

If a staff member works in several linked stores, they get the permissions of their role in the store they're signed into.

Changing Your Own Staff Member Record

You can't remove your own access. On your own record, how you sign in and your role are read-only, and you can't deactivate or delete yourself — another admin makes those changes for you.

To try a role out, apply it to a spare staff member, or ask another admin to switch you and switch you back.

Permissions Worth a Closer Look

• Cancel orders: needed to cancel an order or record a return. It's separate from Change orders and take payments, so staff can edit orders without being able to cancel them.
• Change an order's sales associate: needed to change who a sale is credited to — including editing the split — once an order is past Draft.
• Run reports: some reports: limits the role to the reports you choose. Reports added later aren't included until you add them; selecting every report removes the limit. Admins always see every report.
• Run reports: also covers the Financial summary and Outstanding balances reports.
• See sales goals / Set sales goals: see everyone's goals and progress, or set them.

Updated on: 19/10/2026