What's in this article:
This article describes how to use specific features that are most relevant for a Multi-Staff business.
Once you've added your basic business information, you can begin to utilize the tools included in your MassageBook Plan. We've included a brief explanation of step, as well links to our Help Center for more information.
Upload Client List
Add and manage Staff
Add and manage Rooms
Manage Staff Permissions
Transfer existing Memberships
Different Schedule Views (Staff + Rooms)
1. Upload Client List
You can import your list as a CSV file, with a separate column for details like name, contact info, and birthday, directly through your Clients tab. If you're moving over from another software provider or would rather not do it yourself, our Support Team can also import the list for you.
1. You an upload a new client list under the Clients Tab - Import/Export button, following the prompts.
2. In case assistance is needed, you can email your Client List to support@massagebook.com so that our Customer Support Team can help import your clients.
Additional resources in the Help Center:
Importing Clients from a Spreadsheet
2. Add and manage Staff
Adding a Staff Member sends them an invite to join your Business, whether they're brand new to MassageBook or already have an account elsewhere. Once they're added, you can control which Services they provide, how many appointments or hours they can be booked for each day, and what areas of your Business Profile they can access.
Basic actions you can perform:
- Add Staff on / not on MassageBook
- Assign Services
- Manage Work Limits
- Manage Permissions
How to Add Staff:
How to adjust Staff Settings (Details, Services, Work Limits, Permissions):
Additional resources in the Help Center:
Adding Staff New to MassageBook
Adding Staff Already On MassageBook
Changing Service Providers to Support Staff
3. Add and manage Rooms
The number of Rooms you set up determines how many appointments can be booked online at the same time. Room's Capacity, assigned Staff, and assigned Services all work together to control who and what can be booked where. This is also where you'd set up dedicated Rooms for unattended services, like a sauna or red light therapy.
Basic actions you can perform:
- Create Rooms and set Rooms capacity
- Assign Rooms to specific Staff or Services (Equipment)
- Adjust Room settings for Couples Massage
How to add a new Room or adjust settings of an existing Room:
Additional resources in the Help Center:
Setting up Rooms for Unattended Services
4. Manage Staff Permissions
Permissions control which sections of your Business Profile — like Schedule, Sales, or Settings — each Staff Member can see and use once they log in. By default, new Staff are granted access to everything, so it's worth reviewing and adjusting permissions for each role, especially around access to Client information.
Managing Staff Permissions includes:
- Information your staff can access (Schedule, Sales, Settings...)
- Access to Client Information (all, some, none)
Access Staff Settings:
Manage Permissions:
Additional resources in the Help Center:
5. Transfer existing Memberships
This section describes the basics of how to move over your existing Memberships into MassageBook. Before enrolling clients, you'll need to create a matching Membership plan in your Service Menu. From there, you can enroll each client, save their card on file, and set a renewal date - even a future one.
Basics of transferring existing Memberships:
- Enroll client into an active Membership plan*
- Select Membership plan to use
- Save client's credit card info
- Specify Membership renewal date (that can be in the future)
*Don't forget to create a Membership plan in your Service Menu first.
Additional resources in the Help Center:
Creating Your First Membership Plan (video)
Enrolling a Client in a Membership
Applying a Membership Credit during Checkout
6. Different Schedule Views (Staff + Rooms)
This section describes different Schedule Views that you want to be aware of. With multiple Staff and Rooms in play, switching between the Staff view and Room view makes it easier to spot conflicts and manage bookings at a glance. Schedule Settings also let each user personalize their own view, including which hours display and how appointments are color-coded.
Basics of Schedule Views and Settings:
- Regular view + Schedule Settings
- View by Staff
- View by Room
- Access Schedule settings and Color Coding
Accessing different Views and Schedule Settings:
Additional resources in the Help Center:
Color Coding Appointments by Staff
Color Coding Appointments by Service
Understanding the Icons on Appointment Blocks