How to Add Staff

Add team members to Zipper, assign roles, fine-tune permissions, and send invitations. Covers the three built-in roles, Advanced Permissions, and how staff claim their accounts.

Video Walkthrough

Before You Begin

Sign in at https://app.joinzipper.com/auth/login with owner or admin permissions
Have the staff member’s name and email address ready — the invitation is sent to that email

Add a Staff Member

Step 1: Open the Add Staff form

Go to Staff > Staff Members
Click Add Staff

The Staff Members page listing staff with their roles

Step 2: Enter staff information and assign a role

Enter the staff member’s name and email (both required)
Select a role (see the roles table below)
Optionally set a pay rate — this can also be added later

Step 3: Customize permissions (optional)

Default permissions are assigned based on the role. To fine-tune access, check or uncheck individual permissions organized under: Settings, Sites & Content, Customers & Operations, Business Ops & Marketing, and Customer App. See Fine-Tuning with Advanced Permissions below.

Step 4: Save

Click Save. The staff member is added to your organization and receives an invitation email.

The Three Roles

Role	What they can do
Admin	Everything — full access to all settings, data, and features
Manager	Same as Admin, except they cannot manage other staff members
Staff	Limited — can teach classes and book appointments, but can’t access settings, customer data, or financials by default

Most studios use Admin for owners, Manager for lead staff, and Staff for instructors and contractors.

How to change a staff member’s role

Go to Staff > Staff Members
Find the staff member and click Edit
In the Organization Permissions section, choose Admin, Manager, or Staff from the Role dropdown
Click Save

Edit staff member modal showing Dashboard View and Role fields

Changes take effect immediately — no need to log the staff member out and back in.

Fine-Tuning with Advanced Permissions

For Staff-role members who need access to specific features (but not full Manager access), use Advanced Permissions.

In the Edit staff member modal, scroll to Advanced permissions and click Show.

Advanced permissions expanded showing checklist of individual permission toggles

Most useful permissions for Staff-role members

Permission	What it unlocks
`view-customers`	Can see the customer list in CRM
`manage-customers`	Can edit customer profiles
`view-customer-financials`	Can see customer billing and payment history
`manage-point-of-sale`	Can use the Point-of-Sale to check out customers
`view-payment-collector`	Can see unpaid fees and charge customers
`manage-schedule`	Can create and edit classes/events
`view-substitution-board`	Can see open sub requests
`claim-substitutions`	Can claim open sub requests
`post-substitution-board`	Can post their own sub requests
`manage-own-time-tracking`	Can clock in/out for themselves
`view-org-financials`	Can see org-level revenue reports

To add a permission, toggle it on and click Save.

Contractors / sub board: Contractors need view-substitution-board + claim-substitutions. See: How to Enable the Sub Board for Independent Contractors.

What the Staff Member Receives

The staff member gets an email inviting them to:

Create a Zipper account (or log in to their existing one)
Accept the invitation to join your organization
Access the dashboard with their assigned role

How a staff member claims their account

If you’ve added the staff member directly (so their account is already set up in Zipper) and they need to claim it:

Go to joinzipper.com and click Login
Click Forgot password / Reset password
Enter the email address you used when adding them as a staff member
Check email and follow the reset link to set a password
Log in at https://app.joinzipper.com/auth/login

Managing Staff After Adding

From the Staff Members page you can edit roles/permissions, remove staff, or resend invitation emails.

Bulk inviting at launch

If you’re setting up many staff members at once, contact your Zipper onboarding rep — they can assist with bulk staff import.

Troubleshooting

No Add Staff button? Confirm you’re logged in as an owner or admin with permission to manage staff. Managers can’t manage other staff by design — upgrade to Admin if needed.

Staff member didn’t receive the invitation? Verify the email address is correct and ask them to check their spam folder. You can resend from Staff Members > Edit > Resend invite.

Staff member can’t log in after accepting? Verify they’re logging in with the same email address the invite was sent to.

Staff member can’t see a feature I enabled? After saving the permission change, have them refresh their browser. If it still doesn’t show, reopen the Edit modal to confirm the permission saved.

Can’t assign certain permissions? Some permissions require specific roles or owner-level access — check your own permission level.

Need a hand?

Email our team at support@joinzipper.com and we'll usually reply within a few hours.

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