Staff management

Your team, organized.

People, services, hours and access. One place to manage them.

For spas, salons & medspas.

Start trial See team setup
Product illustration · team list + staff record
From new starter to familiar face

Bring your team together.

Add people, keep profiles current and follow the setup steps on their record.

The checklist guides setup; it doesn’t guarantee readiness for every booking.

Services, locations & access

Define who does what.

Choose their services and locations. Set a role, then adjust access.

Example staff setup

Jamie Foster

Services
Brow Wax · Classic Facial · Swedish Massage
Locations
Main Studio · North Studio
Role
Provider
Access
Start with the role’s preset. Adjust for the person.
Working hours & time off

Plan their availability.

Set weekly hours. Review time-off requests. Your team can look up their hours and read your decision.

The booking count may be incomplete. Move existing appointments yourself. Decision notices aren’t sent.

Editing your own hours on iPhone isn’t reliable yet. Use the web app.

From planned hours to hours worked

Staff hours,
without the chase.

Your team records shifts and breaks as they go. You bring the week’s hours together.

An example shift · Alex Kim

  1. Clock in
    9:02AM

    Main Studio

  2. Lunch
    30MIN

    Recorded separately

  3. Clock out
    5:31PM

    Shift finished

  • Your team sees their hours.

    Their shifts, breaks and weekly total.

  • You see who’s in.

    Clocked in, on a break or clocked out.

  • Access follows their role.

    Their own time or the whole team’s, by permission.

Review corrections. Export finished shifts. Wage calculation and payroll stay with your existing process.

See a shift, a correction and an hours export
Team member’s phone · illustration
Correction and manager review · illustration
Finished shifts exported as hours · illustration
Staff web timesheets showing Alex Kim and Jamie Foster’s recorded week.
Staff web capture · sample team
Clocking in and breaks
  • Clock your own shift in the staff web app or iPhone app. Use the account menu on web, and choose your location when there is more than one.
  • Set a clock PIN when required; managers can reset it from your staff record.
  • With break tracking on, start and end a break, or record a 30- or 60-minute lunch. Quick lunches can be paid or unpaid; other breaks are unpaid.
  • Worked time uses shift time minus unpaid breaks. Current limits: overlapping breaks can be counted twice, a quick lunch can extend past clock-out, and an active quick lunch can still show as clocked in.
  • Shift overlap checks are not reliable yet: simultaneous clock-ins, manual entries and edits can create overlapping shifts.
Corrections and approvals
  • Record a missed shift with its date, times, location, break and reason. Managers can enter it for a team member. Change a finished shift with a reason; clock out before editing an open one.
  • Turn approvals on to hold submitted corrections for review. Managers approve requests, or reject them with a reason. Your own rejection reason is visible on iPhone; the web requester view does not show it yet.
  • Changes keep the person, time, reason and before-and-after values. With approvals on, requests also appear in Tasks and close after a decision.
  • Current limit: simultaneous decisions or retries can apply a request more than once. Review the resulting hours.
  • The daily check creates a clock-out task for an open shift. Shifts that started after the check time can be missed; this is not a text or push notification.
Timesheets and exports
  • See your own weekly shifts, breaks and totals, or the team’s timesheets for one location or all. Export one person, a location or the team; finished shifts only.
  • Download dates, clock-in and clock-out times, break minutes, worked minutes and location as CSV. Use weekly, two-week or monthly shortcuts, or choose dates; timesheets themselves stay weekly.
  • An export failure shows a reason and an option to try again.
  • Hours group by the business time zone, or a selected location’s. Midnight entry, daylight-saving changes and overnight records still have known limits.
Setup and access
  • Time Clock starts off. Settings managers can turn it on in Settings or from its off page; other staff see a message to ask their manager.
  • By default, providers, assistants and trainees manage their own time. Owners, managers and front desk see the team; owners and managers approve requests and export hours.
  • Finish open shifts before switching it off. Clock-out is blocked while it is off; existing records remain.
Time tracking: current boundaries

Payroll connections, pay-period timesheets, Excel downloads, shared stations, offline use, custom breaks, clock-out alerts, service-time comparisons and Android are not available yet.

No wage calculation, labor-law compliance checks or location surveillance. Clocking does not use face or fingerprint recognition.

Time Clock is included in the subscription. See pricing.

A few useful details.

Before you switch

  • No shift swaps, coverage warnings or notices when hours change.
  • No custom role names, provider-selected services or Android app yet.
  • Hours and commissions are records for your team. EstheticSense doesn’t run payroll, keep HR records or check licences.
Plan the switch
Adding and managing people
  • Add someone with an email, first name and role. Choose whether clients can book them; the record starts as a pending invite.
  • The invitation email links to password setup. A reported send failure keeps the invite pending so you can retry; unaccepted invites expire after seven days.
  • An email already on your team offers to open the existing record.
  • Browse your team, search by name or email, and filter by role or active status. Edit a name, photo, bio or booking eligibility.
  • Deactivate and reactivate a record while keeping its history; deactivating a pending invite cancels it. Deactivation does not reliably end existing sign-ins.
Hours and time off
  • Choose work locations and a home location. Each work location can have its own weekly hours.
  • With permission, team members edit their own hours on the web, review the booking-hours summary before saving, and undo right after.
  • My profile shows their hours, time off, service count, locations and bio.
  • A pending request can be cancelled by the person who asked. After deciding, you have a few seconds to undo.
  • Approved time off removes online availability for those days. Pending requests do not. Staff can still override a booking warning.
  • The record’s next-day-off summary can include declined or cancelled requests. Check the request list for the decision.
Roles and access settings
  • Start with Owner, Manager, Front desk, Provider, Assistant or Trainee, then adjust the person’s access switches. Dependent switches turn on together.
  • Choose all clients, their own clients, or no clients for client visibility.
  • Managing people, services and locations requires team-management access. Editing another person’s hours requires permission to manage all staff schedules.
Web and iPhone
  • Use Staff in the web app or iPhone app.
  • On iPhone, find team members, add someone and edit their hours, services, locations, access settings and details.
  • Request time off, cancel a pending request, or review and decide requests on iPhone. Decisions stay in the list.
  • Team members can view their profile, services and hours, and edit their bio and photo on iPhone. Editing their own hours is not reliable yet; use the web editor with the required permission.

Related Commissions & tipsAppointments & calendarOnline booking

Try it with a sample team

See your team take shape.

Explore a staff profile, responsibilities and availability in your demo. No preparation needed.

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