Staff & permissions
Plan: Included · Where: Manage → Staff, plus user-group settings · Who uses it: admins and managers
Add your team, then control exactly what each person can see and do. Woofpos uses user groups with ~80 granular permissions, so a front-desk hire and a manager get the right access — nothing more, nothing less.
What you can do
- Invite staff by email; they set their own password from the link.
- Keep a staff record with name, role, and photo.
- Organize people into user groups (e.g., Front Desk, Groomer, Manager, Admin).
- Grant or revoke individual permissions on a group.
- Let staff reset their own passwords.
How to add a staff member
- Go to Manage → Staff.
- Click + Add staff.
- Enter their name and email and assign a user group.
- Save. An invite email goes out; they click the link, set a password, and they're in.
How user groups & permissions work
- A user group is a bundle of permissions. Everyone in the group inherits them.
- Permissions are granular — examples include managing owners, editing reservation types, changing settings, and sending marketing.
- A staff member's access is the set of permissions on their group, so manage access at the group level and people fall into place.
How to set permissions for a group
- Open user group settings.
- Select the group (or create a new one).
- Toggle permissions on or off — for example, give Front Desk the ability to manage owners and appointments, but not to change business settings.
- Save. Members see the change within moments.
Example group setup
| Group | Can do | Can't do |
|---|---|---|
| Front Desk | Manage owners/pets, book & check in appointments | Change settings, send marketing, edit services |
| Groomer | See the calendar, view their appointments and pet notes | Manage staff, change pricing |
| Manager | Most of the above + services, marketing | Tear down billing/owner-level admin |
| Admin | Everything | — |
Tips & best practices
- Design groups around roles, not people. New hire? Drop them in the right group and they're set.
- Least privilege wins. Give each group only what the role needs; it protects customer data and prevents accidental changes.
- Use invites, not shared logins. Every person gets their own account so actions are attributable and offboarding is one click.
Related
- Settings & branding — gated behind the settings permission
- Email marketing — gated behind the marketing permission
- Staff scheduling — set each person's working hours
🎬 Video walkthrough (60–90s)
Title: Add your team, control their access Length: ~85s
[Open on Manage → Staff.]
"Your team and their access both live here. Let's add someone and lock down what they can do.
[Click + Add staff, enter name/email, pick a group.] Add a staff member with their name and email, choose a user group, and save. They get an invite, set their own password, and they're in — no shared logins.
[Open user group settings.] The magic is user groups. A group is a bundle of permissions — and Woofpos has around eighty of them, fine-grained.
[Toggle a few permissions.] So your Front Desk group can manage customers and book appointments, but can't touch pricing or business settings. Groomers see their calendar and pet notes. Managers get more. Admins get everything.
[Show a person inheriting group permissions.] Set it once at the group level, and everyone in that role falls right into place. Right access for the right person — that's staff and permissions."