Your team

Adding someone

1. 1Admin → Team → New starter.
2. 2Send them a link to fill in their own details (recommended, see New starters), or add them yourself.
3. 3Adding them yourself: full name, role, professional registration (printed on consents; only asked for Admins and Practitioners), email and phone. Then a Personal PIN of 4 to 8 digits, typed again in Confirm PIN. Each PIN must be different.
4. 4Choose whether to Show on business website: they appear under “Our team” with their photo, title and bio. Name on website can be their Full name, First name or your own wording (consent forms and records always use their full name). Add a Job title on website, a Short bio and a photo (Add photo: a clear, friendly headshot, cropped to a square).

Getting in touch

Phone and envelope buttons beside a team member (Call Emma, Email Emma) ring or email them, when their phone number or email is saved.

Importing your team

1. 1Admin → Team → Import. Choose a CSV or Excel file (download the template if you’re starting from scratch).
2. 2Check the columns we matched: profile (name, email, phone, role, job title, registration), employment and pay (start date, contract, hours, pay, bank details, NI number, date of birth, address), holiday (allowance, when the year starts, bank holidays) and emergency contact.
3. 3Role can be Admin, Manager (Supervisor works too), Practitioner, Reception or one of your own roles; blank means Practitioner. People already on your team (same email or name) are skipped, and rows with problems are listed with what to fix.
4. 4Import. Everyone gets a new 6-digit PIN, shown once: print the list or write them down and hand each one over in person. They can change it in My account.

Working hours

1. 1Admin → Team, open the person, then the Working hours tab. It’s there for Admins and Practitioners, the people who take bookings.
2. 2Switch on Own working hours. Tick the days they work and set their start and finish times. Add a break for lunch if you like.
3. 3Tap Save working hours. Online booking now only offers times when they’re working and you’re open. In the calendar, hours they don’t work are striped, and a day off shows Off today (Working today hides them).
4. 4At the desk you can still book outside their hours: Pulosa warns you first. With Own working hours off, they work your opening hours (Admin → Business → Profile, under Bookings).
5. 5Holiday counts only the days they work: a week off for someone who works Tuesday to Thursday uses 3 days, and asking for a day they don’t work uses none.
6. 6Saving working hours also sets Hours a week and Days a week in their Employment tab (breaks taken off), so their pay, legal minimum holiday and team pay in Finances follow. While they have their own working hours, those two boxes can’t be typed in: change the working hours instead.
7. 7Only people with Team and permissions can change working hours. Everyone can see their own from My account. For one-offs, like training or leaving early, block time in the calendar instead.

Seats

Your plan includes a number of team seats (free accounts have no limit). When they’re all used, New starter and Import are greyed out: deactivate someone or upgrade in Billing to add more. An import only adds as many people as you have seats for.

Leaving

Open their staff file and, at the bottom of the Profile tab, tap Deactivate. They can’t log in, but their records and signatures are kept. Tap Reactivate to bring them back. Delete removes them for good, with their photo and the documents in their staff file; past consents and the audit log keep their name. Keep right-to-work copies for 2 years after someone leaves: deactivate them rather than delete. You can’t deactivate or delete yourself.

In the app

Team membersA staff file