Resources
Link staff to a collaborator account
Connect a staff profile to a team member's Soul login so they get their own bookings, meeting links, calendar events, busy times and emails.
A staff profile can stand on its own, or be linked to a collaborator: someone with their own login on your portal. Linking is what turns a name on a booking into a working team member, with their own meeting links, their own Google Calendar, their own timezone and their own booking emails.
When to use this
- A team member runs their own sessions and should get the booking emails, not you.
- They host online, and the meeting should be created on their Zoom or Google account.
- They keep a personal Google Calendar, and their appointments there should block their Soul times.
- You created a standalone profile earlier and they now have a login.
Linked or standalone: what changes
| What | Linked staff | Standalone staff |
|---|---|---|
| Name | Taken from their collaborator account | Whatever you type |
| Logs in to the dashboard | Yes, as a collaborator | No |
| Online meeting links | Created on their own connected Zoom or Google account (Zoom first if both are connected) | Not created. Add a link by hand on each booking. |
| Calendar events | Each booking is added to their connected Google Calendar | None |
| Busy times from Google Calendar | Their connected calendar blocks their Soul times | Not checked |
| Timezone for their weekly hours | Their own timezone | Your portal timezone |
| New booking and confirmation emails | Sent to them | Sent to you |
| My bookings on a session | Shows the bookings routed to them | Not applicable |
A standalone staff member never gets an automatic meeting link, and Soul doesn't fall back to your account. For online sessions they host, open each booking and use Add Meeting URL Manually, or link them to a collaborator who has connected Zoom or Google.
Link someone new
Invite them from Resources
In Business → Resources, click Add Staff, then Invite a new collaborator. Enter their Name and Email, keep Role as Collaborator, and click Send Invitation.
They accept
They open the email and accept. Soul creates their staff profile and links it automatically. You can also invite from Settings → Collaborators: the staff profile is created the same way when they accept.
Ask them to connect their tools
In their own Settings → Integrations, they connect Zoom or Google for meeting links, and Google Calendar so their busy times block bookings. See Integrations.
Add them to session types
Open each session type and add them in Manage Staff. See Staff.
Link an existing team member
If they're already a collaborator (even one who hasn't accepted yet, shown as Invited), click Add Staff → Add existing collaborator, pick them and click Add staff.
Link a standalone profile later
Open the staff member's page
In Business → Resources, click their name.
Edit
Click Edit on the info card. Under Portal Collaborator, pick their account. Only collaborators who aren't linked to another staff profile are listed.
Save
Click Save. The profile takes the collaborator's name, and its bookings, hours and allocations stay as they were. The info card now shows Collaborator: their name.
"This staff resource inherits its name from the linked collaborator and enables meeting and calendar automation. Each collaborator can be linked to at most one staff resource."
You can switch a linked profile to a different collaborator the same way. Unlinking it entirely from this screen isn't possible.
What a linked staff member sees
- The dashboard as a collaborator. Collaborators can manage offerings, content and members, so only link people you trust. See Collaborators.
- On a session type's Bookings tab, a switch between My bookings (bookings routed to them) and All bookings. If their account isn't linked to a staff profile they see "No staff resource linked to you yet" and "Ask the portal owner to add you as a staff resource so bookings can route to you."
- Their own card marked You in Manage Staff.
- In their connected Google Calendar, an event for each booking assigned to them, titled with [RESERVED] while it waits for payment or approval and [CONFIRMED] once confirmed.
Who gets which email
| Goes to | |
|---|---|
| New booking waiting for approval | The linked staff member assigned to it |
| Booking confirmed | The linked staff member assigned to it |
| Client cancels or reschedules | You, the portal owner |
With standalone staff, every booking email comes to you.
Good to know
- One account, one staff profile. A collaborator can only be linked to one staff profile.
- You're linked from the start. Your own staff profile is linked to your account, so your Google Calendar and Zoom are used for sessions you host.
- Your calendar only counts for sessions you host. Busy times from Google Calendar are checked per staff member. If a session type's only host is a team member, your own calendar doesn't affect its times.
- Removing a collaborator keeps the staff profile. When you remove someone in Settings → Collaborators, their staff profile stays active but loses its link: no more meeting links or calendar events. Switch it off or delete it, and reassign their upcoming bookings.