What People is
People is the group in HQ’s sidebar for your team: Team, Org chart, Rota, Time off, My work and Logins. Org chart, Rota and Time off appear once you have two or more team members.
Job title is what someone does (“Senior stylist”). Access is what they can do in HQ (Owner, Admin or Staff), set on Logins.
My work: for your team
Anyone whose login is linked to their team profile has My work. It’s built for phones, for use between clients.
- This week: their hours each day and how many bookings they have.
- Holiday: their allowance, what’s taken, booked and asked for, and what’s left.
- Request time off: holiday, training, unpaid or other, whole days or part of a day. Before sending, it shows what it uses from their holiday and which of their appointments clash.
- I’m off sick today: one tap. It doesn’t come out of their holiday.
- Ask to change my hours: from a date, every week or that week only. Their hours stay as they are until it’s approved.
- My requests, and their emergency contact and qualifications, which they can change themselves.
Tip: A Staff login that isn’t linked sees “Ask the owner to link your login to your team profile.” Link it on Logins.
Approving time off and hours
- Open People, Time off. Each request shows how much holiday it leaves, the appointments that clash and who else is off then.
- Choose Approve. For each clashing appointment, move it to someone free who does that service, ask the customer to rebook, or leave it for now. Nothing is cancelled for you.
- Or choose Decline and say why. They see your reason in My work.
- Changed your mind? Undo within 10 minutes. Any moved bookings go back and emails still waiting are stopped.
While a request waits, the time is held: customers can’t book that person then. Requests go to the person they report to if that person is an admin, otherwise to the owner. Nobody approves their own, and the owner’s own time off needs no approval.
You can still book time off for someone straight away with “Book time off for someone”.
The rota and the org chart
The rota shows the week: people down the side, days across. Click a day to change it for that week only or every week from then. A cover row flags times nobody is in while you’re open, no manager in, and how many would be left if a waiting request is approved.
The org chart is drawn from who each person reports to, set on their profile. Self-employed people and chair renters sit outside the structure.
Holiday
Set the leave year, days or hours, the full-time allowance (28 days, the UK minimum of 5.6 weeks for a five-day week) and the carry-over limit in People settings. Part-timers get a share worked out for them: 3 days a week gives 16.8 days. Anyone’s allowance can be changed on their profile, and you can add or take away holiday with a reason on the Allowances tab.
Tip: This is guidance, not legal advice. Self-employed people and chair renters have no allowance.
Records and sickness
Each person’s record (emergency contact, right-to-work check, contract and notes), their qualifications and their sickness are seen only by the owner and the person. Contracts and certificates are private files, never shown on your site. We’ll remind you on Today before a certificate runs out.
Sickness is health information. Only the owner and the person see that someone was off sick, and why; everyone else, admins included, sees “Off”.
We don’t ask for National Insurance numbers, bank details or dates of birth. We don’t need them, so we don’t store them.