Configuration
Team Management
Inviting team members, assigning roles, setting working hours, and skills.
Inviting Team Members
Invite team members from the Company Panel under Management → Team. Each invitation is sent by email with a link to accept and create their account.
New team members automatically inherit the primary location's operating hours as their default working schedule.
Team members can be assigned to one or more businesses under the same Hub.
Roles & Permissions
| Role | What they can do |
|---|---|
| Owner | Everything — including billing, API keys, and subscription management. Cannot be removed or demoted (unless another Owner exists). |
| Admin | Full operational access — services, team, bookings, invoices, settings, billing, API keys |
| Manager | Manage bookings and clients, view reports, block time |
| Staff | View own schedule, manage their assigned bookings only |
Roles are per-business. The same person can have different roles in different businesses. You can change a team member's role from their edit page under Management → Team.
Note: Every business must have at least one Owner. The Owner role is displayed as "Owner" in the interface but stored internally as "Super Admin."
Working Hours
Each team member has individual working hours set per day of the week:
| Setting | Description |
|---|---|
| Working day | Whether the team member works this day |
| Start time | When their shift starts |
| End time | When their shift ends |
| Override dates | Block specific dates (holidays, time off) |
Calendence uses these hours to determine availability. Clients only see time slots within a team member's working hours.
Skills
Skills link team members to the services they're qualified to perform. Each skill is a label you define (e.g., "Color Specialist", "Paint Correction", "Deep Tissue").
How it works
- Create skills — from either the Team edit page or the Service edit page. Type a skill name and it's created instantly.
- Assign to team members — on the Team edit page, select which skills each person has.
- Require on services — on the Service edit page, select which skills are needed. Only team members with those skills will be bookable.
No skills required? If you don't add any required skills to a service, every team member can perform it. Skills are completely optional — most businesses with a small team won't need them.
Managing skills
Click Manage next to the skills select to rename or delete skills. Deleting a skill removes it from all team members and services.
Example
- Alex Rivera — Skills: Express Wash, Interior Detail, Full Detail, Paint Correction
- Jordan Lee — Skills: Express Wash, Interior Detail
If a client books "Paint Correction," only Alex shows as available — Jordan doesn't have the skill.
Owner as Staff
Business owners who also work jobs are fully supported. You can be both an Owner and a bookable team member — your admin access and your booking schedule are independent.
Solo vs. Team Mode
Calendence automatically detects whether you're a solo operator or have a team:
- Solo — only the owner on the business. The dashboard hides the Team section, and the Schedule page shows "Your Availability."
- Team — as soon as you invite your first team member, the Team section appears on the dashboard and the Schedule shows "Team Availability."
No setup needed — it just reacts to your actual team size.