Resources
Add and manage staff
Add the people who host your sessions, as linked collaborators or standalone profiles, put them on session types, and pause or remove them safely.
Staff are the people who can host your sessions. Every 1:1 booking is assigned to one staff member, who is then busy for that time in every other session type and event. You'll end up with your team listed under Staff, each person on the session types they offer.
When to use this
- You run a studio, clinic or practice with more than one practitioner.
- An assistant or associate takes some of your sessions.
- Someone hosts sessions but doesn't need a Soul login, like a contractor you schedule yourself.
You don't need to add yourself. Soul creates your own staff profile when your portal is set up, and adds you as the host of every new session type.
Three ways to add someone
| Option | Use it when | What they get |
|---|---|---|
| Add existing collaborator | They're already on your team in Settings → Collaborators | A staff profile linked to their account, named after them |
| Invite a new collaborator | They're not on your team yet | An email invitation. Their linked staff profile is created when they accept. |
| Create a standalone staff profile | They don't need a login, or you'll manage their bookings yourself | A profile with a name and description only. You can link an account later. |
Linked staff get their own meeting links, calendar events and booking emails. Standalone staff don't. See Link staff to a collaborator before you choose.
Add a staff member
Open Staff
Go to Business → Resources. Staff is selected in the left rail.
Click Add Staff
The Add Staff dialog asks you to "Choose how you want to add this team member."
Pick an option
Choose Add existing collaborator, pick someone under Collaborator (each shows their email and Active or Invited), and click Add staff. The profile takes their name.
Only team members without a staff profile are listed. If everyone already has one you'll see "Every collaborator on this portal already has a linked staff resource."
Choose Invite a new collaborator. In Invite Collaborator, enter their Name and Email, keep Role as Collaborator, and click Send Invitation.
You'll see "Invitation sent to … The staff profile will be created when they accept." They don't appear under Staff until then.
Choose Create a standalone staff profile. Enter a Name (for example Senior Stylist or the person's name), an optional Description, leave Active on, and click Create staff.
Set their hours (optional)
Click their name to open their page, then the Availability tab. Without hours of their own they can take any time the session itself is open. See Availability and time off.
Use names clients will recognise. When clients pick their practitioner, they choose from a list of names.
Put staff on a session type
Adding someone to Staff doesn't let them take bookings yet. Each session type has its own list of hosts.
Open the session type
Go to Offerings → 1:1 Sessions and open the session type.
Open Manage Staff
In the Staff row on the left, click + (or … → Manage Staff). The dialog lists the Enabled Staff as cards. Your own card is marked You.
Add people
Click Add more (or Add Staff), select everyone who can host this session under "Select staff to add", and click Add.
Choose who picks
Under "Who picks the staff?" choose Auto-assign (Soul picks a free host, clients don't see a choice) or Customer picks during booking (clients must choose a team member).
The + menu on the Staff row also lists your staff, for adding one person in a click. Click a staff card to open their profile; click the × on a card to remove them from this session type.
| Situation | Who picks, by default |
|---|---|
| A new session type (you're the host) | Auto-assign |
| You add staff to a session with no staff at all | Customer picks during booking |
| You add more staff to a session that has some | Keeps the current choice |
See How allocation works for how Auto-assign chooses.
Edit a staff member
There are two places, and they edit different things.
| Where | What you can change |
|---|---|
| Pencil on the Staff table → Edit Staff | Name, Description, Active |
| Their page → Edit (on the info card) | Description and Portal Collaborator (link, change or unlink an account). A linked person takes the collaborator's name. |
On their page, Save only works with a collaborator selected. To edit a standalone profile's name or description, use the pencil on the Staff table instead.
Remove or pause a staff member
| You want to… | Do this |
|---|---|
| Stop them taking one session type | Remove their card in that session's Manage Staff |
| Pause them everywhere (leave, sabbatical) | Edit Staff and switch off Active. They drop out of every session's times until you switch it back. |
| Block a few days | Add a Block date override instead. See Availability and time off. |
| Remove them for good | Click the bin on the Staff table and confirm. "This cannot be undone." |
Deleting or deactivating a staff member doesn't change bookings they already have. Their upcoming bookings stay assigned to them. Before you delete someone, open each of their upcoming bookings (their Allocations tab lists them) and Replace them with another host. See Manage allocations on bookings.
If the person you remove was the only host on a session type, that session has no bookable times until you add someone else.
Good to know
- Staff are always capacity 1. A person runs one booking at a time. In a group session, everyone in the same slot shares the host.
- Busy everywhere. A booking in any session type, or an event they're reserved for, blocks that person for everything else at that time.
- Only active staff can be added to sessions. Inactive people don't appear in the pickers.
- Each collaborator links to one staff profile. Someone already linked won't appear in Add existing collaborator.
- Removing a collaborator from your team doesn't delete their staff profile. It stays active, unlinked. Switch it off or delete it if they've left.
What your clients see
With Auto-assign, clients just pick a time, and their booking page shows who's leading the session ("With <name>"). With Customer picks during booking, they see Who with above the calendar, with the first team member already selected. The calendar shows the selected person's open times and changes when they pick someone else.