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Adding Staff Members Growth+This feature requires the Growth+ plan or higher

Staff members are the people who work in your business. Adding them to EquipDash lets you assign schedules, manage locations, and control what each person can access in the system.

Before You Start​

To add staff members, you need the Manage Staff permission. If you do not see the + Add Staff button, contact your account administrator to request access.

How to Add a Staff Member​

Step 1 — Open the Add Staff Panel​

  1. Go to Staff in the left sidebar.
  2. Click the + Add Staff button in the top-right of the staff table.
  3. A side panel titled Add new staff slides open on the right side of the screen.

The panel uses a 3-step wizard. You can see the steps at the top: 1. Staff Details, 2. Employment Details, 3. Additional Information.

Add staff panel Step 1 showing the Staff Details form with name, email, and contact fields highlighted

Step 2 — Enter Staff Details (Step 1 of 3)​

Fill in the staff member's personal information.

Required fields:

  1. Enter the staff member's First name.
  2. Enter their Last name.
  3. Enter their Email address. This is the email they will use to log in.

Optional fields: 4. Select a Date of birth using the date picker. 5. Choose a Gender from the dropdown. 6. Enter a Phone number — select the country code first, then enter the number. 7. Enter their Address line 1 and Address line 2. 8. Enter their City, State, and Zip/Post Code. 9. Select their Country/Region from the dropdown. 10. Enter Emergency contact details — the contact's name and phone number.

When you are ready, click Next to continue to Step 2.

tip

To cancel without saving, click Cancel at any time.

Step 3 — Enter Employment Details (Step 2 of 3)​

Add staff panel Step 2 showing Employment Details form with status, type, role, and location fields

Fill in the staff member's employment and access information.

Required fields:

  1. Select an Employment status from the dropdown (for example, Active).
  2. Choose an Employment type using the radio buttons: Full Time, Part Time, Casual, or Contractor.
  3. Select an EquipDash role from the searchable dropdown. This assigns the staff member's job title role (for example, Guide, Instructor, or Front Desk). These roles are created at Settings → Staff Roles and are used for scheduling and filtering — they do not control system access. See Roles & Access for more detail.
  4. Select a Hire date using the date picker.

Optional fields: 5. Enter a Job title to describe the staff member's role in your business. 6. Enter a Terminated date if applicable. 7. Select a Main location from the searchable dropdown — this is the staff member's primary work location. 8. Select any Other locations they work at using the multi-select dropdown.

When you are ready, click Next to continue to Step 3.

To go back, click Previous.

Step 4 — Additional Information (Step 3 of 3)​

Add staff panel Step 3 showing Additional Information with invite toggle, profile picture, and notes

In this final step you can:

  1. Toggle Invite staff member to EquipDash? — when enabled, an invitation email is sent to the staff member so they can log in to EquipDash.
  2. Upload a profile picture for the staff member.
  3. Add any notes about this staff member.

When you are finished, click Save to create the staff profile.

After Adding a Staff Member​

Once saved, the staff member appears in your staff table. From here you can:

  • Set their availability so they appear correctly in schedules.
  • Assign them to locations if you have multiple sites.
  • Add them to schedules and shifts.

Tips​

  • Use the staff member's real email address. This is the email they will use to log in to EquipDash. It cannot be shared with another account.
  • Assign the right staff role. The EquipDash role field assigns a job title role (Guide, Instructor, etc.) used for scheduling and filtering. To control what a person can see and do in the system, manage their team role at Settings → Team. See Roles & Access for a full breakdown.
  • Set availability early. Adding a staff member to the scheduling system is most useful once their availability is configured. See Setting Availability to do this straight away.

Importing Multiple Staff Members​

If you need to add many staff members at once, use the bulk import feature instead.

  1. In the staff table, click the Action dropdown.
  2. Select Import staff and follow the on-screen instructions to upload a CSV file.

You can also use Export from the same Action dropdown to download your current staff list.