For businessesStep-by-step guide
Understand team access and privacy
Understand why team members may see different tools and how to handle client records and private links.
Open this feature
Business sign-in and the appropriate permissions may be required.
On this page
When to use it
A team member cannot see a tool, or you need to decide what information to share with someone.
How to use it
- For an existing legacy team subscription, the owner opens Settings, then Studio team. Where permitted, enter the intended teammate name and email, then review the available role and access choices. Create the invitation and share its private link directly with that person.
- The teammate opens the current invitation, confirms the invited email and accepts the terms. An existing account signs in as itself; a new account completes registration. Existing legacy team billing follows the account’s recorded terms. Read the funding terms on the invitation: a personal license may be self-paid or separately sponsored where enabled. Accepting an invitation does not authorize a sponsorship charge.
- Studio opens a Business overview for owners, administrators, managers and front desk. Use My work for your individual dashboard. Providers keep their own dashboard and assigned tasks. Both Universal and Tattoo use the same team-management foundation.
- The owner can review a teammate role and optional Manager financial-report access in Studio team. Changes require recent sign-in and explicit confirmation. Managers coordinate schedules, clients, shared messages and team tasks; billing, connection changes and team invitations remain protected.
- The owner can regenerate a pending invitation or remove access. Removing access preserves appointments, client records and artist history. Pending and expired invitations reserve seats until removed.
- Open Settings → Sharing to propose Calendar, Clients or Hours access independently. Each resource owner approves named recipients. View and edit includes the reads needed to edit; View only cannot change records. A current-team proposal names current recipients and does not include future members.
- The owner can decline an upgrade, approve a lower level or revoke access. A pending request adds no access; existing approved access remains during an upgrade request. Expiry or membership removal ends access.
- Confirm that you are signed into the intended account and business before working with client records.
- Use the tools available to your assigned role. If a needed action is unavailable, ask the business owner to review your access.
- Give each person their own authorized access instead of sharing an owner's password.
- Share public booking and help pages freely, but send private appointment links and exported client records only to the intended recipient.
What to know first
- Solo is $14.99 per person monthly. Where personal licensing is enabled, each person needs their own current license, self-paid or separately sponsored. Existing legacy team subscriptions retain their recorded terms; only current permitted account controls apply.
- An invitation can add the intended existing account without merging accounts or taking ownership of its private records. Identity verification and the invitation terms still apply. Creating a link does not send an email; share it only with the invited recipient.
- Providers have their own booking, messaging and permitted report access. Front desk has business booking and messaging access. Managers have operational access and optional read-only reports; they cannot approve financial changes or manage subscriptions and connections. New invitations do not grant owner or administrator rights. Only the owner manages staff and billing.
- Visibility depends on role, business policy, record ownership, membership, enabled features and the resource owner’s current approval. Calendar, Clients and Hours approval are independent. The team calendar combines approved individual business calendars; connected personal calendars stay private. A menu link does not grant access by itself.
- Help is public and contains no client records. Searching Help does not search private business data.
- Use the site's privacy and terms pages for policy details; a feature guide is not a substitute for those policies.
How it connects
Permissions apply across navigation, search, client records, messages, and financial tools. A colleague may legitimately see fewer results than an owner. Personal conversation summaries stay private even when linked to a shared appointment. The Studio revenue card covers the business; Money and Insights retain their existing individual reporting scope.
A useful habit
When reporting an access problem, describe the page and action without sending passwords, full private links, or unnecessary client details.
Common questions
Why can another team member see a tool that I cannot?
Access can differ by role, record ownership, business mode, enabled features, and navigation view. Check the correct account and active filters, then ask the business owner to review permissions if necessary. Search results follow access rules too.
Read the guide: Understand team access and privacy