--- title: "Create a staff member" slug: "creating-a-staff-memeber" updated: 2026-10-27T03:26:00Z published: 2026-10-27T03:26:00Z canonical: "support.bookingtimes.com/creating-a-staff-memeber" --- > ## Documentation Index > Fetch the complete documentation index at: https://support.bookingtimes.com/llms.txt > Use this file to discover all available pages before exploring further. # Create a staff member This guide will detail how to create staff members, including setting up their security level permissions, activating and resetting their login details, and publishing their details on your website and setting up their alerts and runsheets. Staff members include those with booking calendars, and administrative staff who use the system but do not have calendars. Staff terminology Depending on what industry you are in your staff may be referred to as "Trainers", "Instructors" or "Practitioners" etc, and this terminology will be reflected in the system. ## Creating the staff member ### Steps 1. Navigate to **Setup** > **Accounts & Security** > **Staff** 2. Click **Add New User** 3. Enter the staff details. At a minium you will need to add First Name, Last Name, Email and Phone Number. 4. Click **Save** > [!NOTE] > Note > > The email you enter will be used for staff to login to the system. An email can only be used once. > > If you would like to add a new email for your domain AND we are hosting your email, you must [contact support](mailto:%20support@bookingtimes.com) to activate the email. --- ## Setting the staff security level This will control the level of access they have to the system. To modify the security level options you have available, please see: [Security & Permissions](/v2/docs/security-permissions) ### Steps 1. Under ***Role Type*** chose their role 2. Click **Save** ![](https://cdn.document360.io/6926c75e-9b20-4216-bf9f-d7ca1df9c74f/Images/Documentation/image-1661998936801.png) --- ## **Activating the staff login** You will need to create a login password to activate the account. You can do this via 2 ways: ### Steps 1. Click on **Send login email** or **Set Password** link. ![](https://cdn.document360.io/6926c75e-9b20-4216-bf9f-d7ca1df9c74f/Images/Documentation/image-1661998435190.png) 1. Clicking **Send Login Email** will send a login link to the staff member's email address, works once and works for a limited time (typically 24 hours). If the staff member doesn't have a login account yet, it will also send them to set a **New Password**. This is the preferred option. ![](https://cdn.document360.io/6926c75e-9b20-4216-bf9f-d7ca1df9c74f/Images/Documentation/image-1695689673885.png) 1. Clicking **Set Password** allows you to set up a new password, including the option to auto generate a password. Once set ensure you advise the staff member of the new password. ![](https://cdn.document360.io/6926c75e-9b20-4216-bf9f-d7ca1df9c74f/Images/Documentation/image-1695689436316.png) 1. When the staff member signs in for the first time, a verification code is texted to their mobile on their staff record and they must enter it to finish signing in. That device is then remembered for 30 days, so ensure a correct mobile number is added on the record before they signs in. > [!NOTE] > Multi-factor authentication > > It’s recommended for each staff member to set up multi-factor authentication using and Authenticator app or Passkey rather than text message verification, instructions to set that up are here: [Multi-factor authentication (MFA)](/v2/docs/multi-factor-authentication) > > > > If a staff member is overseas then they will need another staff member with appropriate permissions to validate them. See details here: [Multi-factor authentication (MFA)](/v2/docs/multi-factor-authentication#manually-authenticate-staff-members) --- ## Publishing a staff biography You can choose if you’d like to display the staff member and biography on your website. It's a good idea to introduce your staff to your potential clients and highlight their experience and achievements. Image sizes Please note the following suggested image sizes. To resize your images please use a tool such as Photoshop or any of the available online tools such as Canva. - **Calendar** image: 150px wide x 150px high - **Biography** image: 250px wide (but can be longer than 250px) ### Steps 1. Under ***Calendar image*** click **Set Image** and upload your picture - this will display their image on the booking calendar 2. Under ***Biography image*** click **Set Image** and upload your picture - this will display their image on the about page ![](https://cdn.document360.io/6926c75e-9b20-4216-bf9f-d7ca1df9c74f/Images/Documentation/image-1632095649011.png) 1. Click on the **Biography** tab at the top of the staff profile 2. Enter text for the biography 3. Click the **Show biography on the Instructors page** checkbox 1. **Note**: to show these biographies on a public page on your website (e.g. About, Instructors menu item) please see this article: [Menu layout](/v2/docs/website-design-overview#menu-layout) 4. Click **Save** ![](https://cdn.document360.io/6926c75e-9b20-4216-bf9f-d7ca1df9c74f/Images/Documentation/image-1695690107239.png) 5. If you have administrative staff who use the system but do not have calendars and you want their biography to appear, ensure you also select this configuration option also via **Setup > System Settings > Business Detail > Bookings** tab 6. Select **Show Administrators on the public Instructor page** 7. Click **Save** ![](https://cdn.document360.io/6926c75e-9b20-4216-bf9f-d7ca1df9c74f/Images/Documentation/image-59OI58VL.png) --- ## More options These are the basic settings for creating a staff member. There are a variety of other options available: - Set up your staff member with services and a calendar: [Setting staff up with a calendar and services](/v2/docs/staff-calendars) - Set up their reminders/alerts and runsheets based on booking activity: [Sending staff alerts and runsheets](/v2/docs/sending-staff-runsheets) - Learn more about the staff profile: [Staff overview](/v2/docs/staff-overview) ## ## Related - [Set up staff with a calendar and services](/staff-calendars.md)