Managing Your Team of Specialists

Category: Shops Reading time: 6 min

Your specialists are the people who perform services in your shop. Groomera gives each specialist their own portal, their own calendar, and their own commission tracking — all managed from your owner dashboard. This guide covers everything you need to know about managing your team day-to-day.

The Specialists Section

To access your team management hub:

1. Log in as an owner
2. Click Specialists in the left sidebar
3. You'll see a list of all current team members, their status, and quick links to their profiles

From here you can invite new specialists, edit existing profiles, review commission settings, and manage availability.

Inviting a New Specialist

1. Click Invite Specialist or + Add Specialist
2. Enter their name, email address, and phone number
3. Click Send Invite
4. They'll receive an email with a link to set up their account

The invite link expires after 48 hours. If they miss it, go to their entry in the specialists list and click Resend Invite.

For a full walkthrough of the onboarding flow, see How to Invite Your First Specialist →

Editing a Specialist's Profile

Click any specialist's name to open their full profile. Here's everything you can configure:

Personal Details

• Name — How they appear to clients on the storefront and in booking confirmations
• Email — Their login email and contact address
• Phone — Internal record; not shown to clients
• Profile Photo — Appears on your public storefront alongside their name. Upload via the photo field; stored via Cloudinary.

A specialist with a clear, professional profile photo performs better on your storefront — clients are more likely to select a specialist they can see.

Commission Settings

Example:

• Service price: $70
• Revenue commission: 50%
• Specialist earns: $35 from the service

Specialists can see their own commission percentages and earnings in their portal. Make sure these numbers are set correctly before their first appointment — adjustments apply to future bookings only, not retroactively to completed ones.

💡 Tip: If a specialist is on salary rather than commission, set both percentages to 0% and handle their compensation outside Groomera. The platform will still track their bookings and client history.

Service Assignment

Assign which services this specialist performs:

1. In their profile, find the Services section
2. Check all services they're qualified to offer
3. Save

Only assigned services will be bookable with this specialist. If a service isn't assigned, clients won't see this specialist as an option when booking that service.

Availability

Set the days and hours this specialist is available for bookings:

1. Toggle each day on or off
2. Set their start and end time per active day
3. Save

This is independent of your shop hours. A specialist who only works Tuesday through Friday is set that way here — your shop can be open Monday through Saturday without it affecting their calendar.

⚠️ If no availability is set, the specialist won't appear as bookable on your storefront — even if they're assigned to services. Always configure availability before sharing your storefront link.

SMS Reminders

Toggle SMS reminders on or off per specialist. See the full guide: Setting Up SMS and Email Reminders →

Managing Time Off

When a specialist takes time off, mark those days as unavailable so clients can't book during that period.

1. Open the specialist's profile
2. Go to Availability
3. Toggle off the specific days they'll be away — or adjust their hours temporarily
4. Save

Changes reflect immediately on the storefront — no slots will appear for those days.

When they return, re-enable the days and their regular availability resumes.

💡 For planned vacations: Block the days in advance so clients can't book into a window that will be cancelled later. Last-minute cancellations erode trust faster than blocked availability.

Tracking Specialist Performance

From the Specialists section, you can view each specialist's:

• Total bookings completed
• Revenue generated over a selected time period
• Commission earned (breakdown of service revenue vs. tips)

For deeper analytics, go to Reports and filter by specialist. This shows booking volume trends, most performed services, and revenue contribution per team member.

Deactivating a Specialist

When a specialist leaves your shop:

1. Open their profile in the Specialists list
2. Click Deactivate Account or the equivalent option
3. Confirm the action

What deactivation does:

• The specialist loses login access immediately
• Their profile is removed from your public storefront
• Any pending bookings assigned to them remain in your calendar — you'll need to reassign or cancel them manually
• Their booking history and client notes are preserved in your records

What it does NOT do:

• Delete their historical booking data
• Remove them from past completed appointments in reports
• Cancel any active SMS add-on subscription (you'll need to disable SMS reminders separately before deactivating)

Reassigning Bookings Between Specialists

If a specialist is unavailable and you need to move their bookings to another team member:

1. Open the affected booking from your Bookings calendar
2. Click Edit Booking or the reassignment option
3. Change the Specialist field to the new assignee
4. Save

The booking now appears in the new specialist's portal. If the client had already received a confirmation mentioning the original specialist's name, it's worth sending them a quick message to let them know about the change.

Solo Operators — Managing Yourself as a Specialist

If you're a solo operator, you still need a specialist profile for yourself. Bookings are assigned to specialists — not to the business as a whole.

Setup:

1. In Specialists, invite yourself using your own email
2. Accept the invite and set your specialist password (different from your owner login)
3. Assign yourself to all services you perform
4. Set your own availability

Your owner login and your specialist login are separate. When you want to manage the business, log in as owner. When you want to see your personal booking calendar, log in as specialist.

Frequently Asked Questions

Q: Can a specialist be assigned to multiple businesses on one account? Not in the current version. Specialists are tied to a single business entity. If you run multiple businesses under one Groomera account, specialists are managed separately per business.

Q: Can a specialist change their own commission rates? No. Commission settings are owner-only. Specialists can see their rates but cannot edit them.

Q: What happens to a specialist's bookings when they go on leave? Nothing automatically. You need to block their availability manually. Any existing confirmed bookings in that window will need to be reassigned or cancelled by you.

Q: A specialist forgot their login password. How do they reset it? They should go to groomera.com/auth/login?role=specialist and click Forgot Password. A reset link is sent to their registered email.

Q: Can I have different commission rates for different services? Currently, commission rates are set at the specialist level — one rate applies to all their services. Per-service commission rates are not available in the current version.

Related articles:

• How to Invite Your First Specialist →
• Setting Up SMS and Email Reminders →
• Reading Your Reports →
• A Specialist Can't Access Their Portal →