📝 Overview
This article explains how to add new team members to your business account. You’ll learn how to create cloud accounts, set notification preferences, define roles (employee vs booth renter), and finalize their access level so they can appear in your system and start working.
🔑 Authorizations
Before you begin:
Ensure you have Admin rights or access to Settings → Employee Access.
Verify your billing plan allows for additional employees (license/seat availability).
Have the new employee’s email address and role details ready for setup.
➕ Adding an Employee
This section walks you through creating a new employee profile, setting appointment notifications, defining booth renter status, and managing access permissions so your new team member is ready to book and process appointments.
🖥️ Website
Click the arrow to learn how to add an employee on the website
Click the arrow to learn how to add an employee on the website
💡Pro tip:
If that employee has not received the email please have them check their spam folder.
An administrator can manually active an employee as well with the following steps:
Select your name name upper right.
Select Billing & Account.
Click Users.
Locate the employees name.
Select the Change Password option.
Select the Employees icon at the top of the screen.
Select the + in the bottom right corner.
Enter employee's information. You must add at least the employee's first name, last name, and email address before you can move on to the next step. Then, press Next.
Selecting Yes for the Create Cloud Account option will add your new employee to the software. This will also allow them to login to the software from the website or a mobile app.
Check the boxes for Email Address and Text Message in the Appt. Notifications sections to allow the employee to receive notifications about their appointments.
If applicable, set Booth Renter/Independent Contractor status and Service Limitations.
Select the access level for this employee. Employee Access levels can be edited from the Settings tab of the Employees screen.
Press Save.
The employee will now get an e-mail to that address asking them to complete the setup, including a link to click to create their account password. Once they complete their password set up, their account will be activated and added to the business’ billing account.
If the employee hasn’t received the activation email, first have them check their spam or junk folder. If it’s still missing, an admin can manually activate their account. To do this, the admin should sign in, click their name in the upper-right corner, and choose Billing & Account. From there, go to the Users page, locate the employee’s name, and select Change Password. Once a password is set, the employee will be able to log in successfully.
After the employee profile has been created you can make changes as needed by selecting the Employees icon from the menu, clicking on the employee you would like to edit, making any necessary changes, and then selecting Save.
📱Mobile App
Click the arrow to learn how to add an employee on the mobile app
Click the arrow to learn how to add an employee on the mobile app
Open the Mobile App.
Tap the More Icon.
Select Employees.
Tap the ➕ (Add) Icon in the bottom right corner.
Fill in the employee’s details, you must enter at least a First Name, Last Name, Display Name and Email Address before moving to the next step.
(Optional) Enable Cloud Access
When prompted, select Yes under Create Cloud Account to give the new employee login access via the app or web.
Set Appointment Notifications
Under Appt. Notifications, check the boxes for Email Address and Text Message if you want the employee to receive appointment reminders.
(Optional) Set Booth Renter or Service Limits
If the employee is an Independent Contractor or Booth Renter, toggle the option to Yes.
You can also turn on Service Limitations and select only the services they can perform.
Choose Access Level
Select the employee’s Access Level (Admin, Manager, or Employee).
Access levels can be customized later from the Settings tab in the Employees screen.
Save the Employee Profile
Tap Save to complete setup.
The employee will receive an activation email prompting them to set a password and log in.
➖ Removing or Deactivating an Employee
This section explains how to remove an employee’s access by deactivating their profile. Deactivated employees can’t log in and will no longer appear on the Appointment Book or in reporting.
⚠️ Please Note:
Before you remove a cloud user, be sure to cancel/void or move their appointments. Once the user has been removed, their schedule will no longer show on the appointment book, but the reminders may still go out for the scheduled appointments.
Billing counts any employee who remains active on the account, even if they do not have cloud access.
🖥️ Website
Click the arrow to learn how to remove an employee on the website
Click the arrow to learn how to remove an employee on the website
From the Cloud website, go to Employees in the top menu.
Locate the employee you want to remove and click their name to open the profile.
Go to the Employment Setup area of the profile.
Find the Cloud Account Information section and click Deactivate.
When prompted to make the employee inactive, choose one:
Yes - Removes the employee and all of their future appointments from the Appointment Book.
No - Keeps the employee, deactivates their login, and leaves their appointments on the calendar. Use this if you still need access to the employee or want appointments to remain visible. If 'No' is selected the employee will be billed as an additional employee on your subscription until they are deactivated.
Click Save to apply your changes.
Once saved, the employee’s cloud user is deactivated. They will no longer be able to sign in, and their name will be removed from the schedule and most filters going forward.
📱Mobile App
Click the arrow to learn how to add an employee on the mobile app
Click the arrow to learn how to add an employee on the mobile app
Open the mobile app and sign in with an admin account.
Tap the More icon in the lower right of the screen.
Select Employees from the menu.
Scroll through the list and tap the employee’s name to open their profile.
Locate the Currently Employed toggle and tap it to switch the toggle to Inactive / Deactivated (grey).
Tap Save.
Once saved, the employee’s cloud user is deactivated. They will no longer be able to sign in, and their name will be removed from the schedule and most filters going forward.
🔁 Reactivating an Employee
If you need to view their past appointments or reporting again, you must reactivate the employee.
🔐 If the Employee Left the Business
If you need to reactivate the profile only to retrieve reporting or appointment data without giving the former employee access, you can update their email first.
Click to view recommendations
Click to view recommendations
Update their email to one they cannot access, such as:
Adding +1 before the @ sign:
[email protected]Replacing with a placeholder:
[email protected]
Then follow the reactivation steps below. This ensures the employee can’t log in while still allowing you to access their historical data.
🖥️ Website
Click the arrow to view reactivation steps on the website
Click the arrow to view reactivation steps on the website
From the Cloud website, open the Employees screen.
Use filters or the list to locate the inactive employee and click their name.
Go to the Employment Setup area of the profile.
In the Cloud Account Information section click Activate to re-enable the employees cloud account.
Locate Employee Status and check the box that says 'This person is currently employed at this business'.
Click Save to update the profile. If needed, confirm or update the employee’s email and have them reset or create their password from the sign-in screen.
Their profile becomes active again and:
They reappear on the Appointment Book.
Their reporting data becomes visible.
They can log in with the new password.
📱Mobile App
Click the arrow to view reactivation steps on the mobile app
Click the arrow to view reactivation steps on the mobile app
Open the DaySmart mobile app and sign in as an admin.
Tap the Menu icon.
Choose Employees.
Scroll to find the inactive employee and tap their name.
Locate the Currently Employed toggle and tap it to switch the toggle to Active (green).
Tap Save.
Their profile becomes active again and:
They reappear on the Appointment Book.
Their reporting data becomes visible.
They can log in with the new password.
❓ FAQs
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
What happens if the employee did not receive the setup email?
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Click the arrow to view the answer
Have them check their spam/junk folder. If still missing, an Admin can manually activate their account by going to Billing & Account → Users, selecting the user, and using the Change Password option. Once a password is set, the employee can log in.
Can I add more employees than my current plan allows?
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Click the arrow to view the answer
Yes, but you will need to add additional seats or upgrade your plan to accommodate more users, check Billing & Account → Subscription for details.
Can I change an employee’s role later?
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Click the arrow to view the answer
Yes. Navigate to Employees, select the user, and adjust their Access Level or Service Limitations as needed, then click Save.
How do I add an administrator (admin user)?
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Click the arrow to view the answer
If you want to make an existing employee an administrator, open the Employees screen, select the employee, go to the Employment Setup tab, and check the box labeled Set as administrator.
If you’re adding a new employee who should be an admin from the start, follow the Add an Employee steps in this article. During profile creation, be sure to check the Set as administrator box in step 4.
Can I still view an inactive employee’s appointments or run reports on them?
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Click the arrow to view the answer
No. Once an employee is deactivated, their appointments and appointment history will no longer appear in the Appointment Book or in any reports. To restore visibility, you must reactivate the user.
If the employee has left the business permanently:
Update their profile email to one they no longer access (for example, by adding “+1” before the “@”).
Then manually reactivate the user — their booking history will reappear but the ex-employee won’t receive any notifications.
If the email is unknown or inaccessible, an admin can reactivate the user:
Log in as an admin, click your name in the upper right → Billing & Account → Users.
Find the user and select Change Password. After setting a new password, the profile becomes active again and will show in schedules and reports.
Does deactivating a user delete their profile?
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Click the arrow to view the answer
No. Deactivation simply removes access and hides them from scheduling and reporting. Their profile still exists and can be reactivated anytime.
Can a deactivated user log in?
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Click the arrow to view the answer
No. Once deactivated, they lose all login access until an admin reactivates the account and/or resets their password.
What happens to an employee’s future appointments if I deactivate them?
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Click the arrow to view the answer
Their future appointments will disappear from the Appointment Book. You will need to reassign those appointments to another employee before deactivating or reactivate the employee temporarily to move them.
Why can’t I delete a user completely?
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Click the arrow to view the answer
If the employee has any historical activity (appointments, sales, tips, tickets) they cannot be permanently deleted. The system protects reporting integrity by allowing only deactivation.
Does deactivating an employee affect payroll reports?
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Click the arrow to view the answer
Past payroll data remains intact, but the employee will no longer appear in new payroll periods unless reactivated.
Can I change the main account owner?
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Click the arrow to view the answer
If you need to update the accounts primary administrator please follow the instructions in this article to perform a transfer of ownership:
Why is the “Add Employee” button greyed out?
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Click the arrow to view the answer
This usually means the logged-in user doesn’t have the required permissions to add new employees. Only Admin-level users can create additional employees, since adding team members may affect your subscription and billing on certain plans.