Configuring Staff Account profile settings

Learn how to add or edit Staff Accounts, including disabling or enabling accounts, adding or editing profile information, changing passwords, requiring two-factor authentication, clearing two-factor authentication, adding or updating mobile phone numbers, subscribing to Snapshot email, archiving Staff accounts and answers to frequently asked questions.

New to Staff Accounts? Please read the first article in this series: Introduction to Staff Accounts.

Check out the following articles to learn more about Partner and Customer User Accounts:

Which plans include this feature?

Legacy: Soho*, Pro*, Plus*, Enterprise*, Flex*
Current: Growth (Subscription)*, Growth (Online Booking Fee), Managed
*Limits on the number of Staff accounts apply.
→ Learn more about our current plans or how to change your plan.

Where can I find this feature using the top menu?

Manage > User Accounts > Staff Accounts > New Staff Account/Edit Account > Profile

What more do I need to use this feature?

Admin permissions to manage User Accounts.

Which Checkfront version supports this feature - classic, new or both?

This feature is available in both our classic version using items (Inventory > Items) and our newest version using products (Inventory > Products). → Learn more about products

Adding or editing Staff profiles

User Account Profile

A Staff Profile can be added via the New Staff button at the top-right of the Staff Accounts tab or edited by clicking the Name of any Staff Account record within the Staff Accounts list.

Disabling or enabling the account

By default, the Staff Account is Enabled. Toggle off or on the Enabled control to change the status of the User Account. Staff Accounts can be Disabled if you want to temporarily remove a Staff member's access, for example, if they are a seasonal worker.

Adding or editing Profile information

The following information and settings apply and can be edited with Admin permissions.

First Name

The first name of your Staff member. This value is required.

Last Name

The last name of your Staff member. This value is required.

Email

An email address for your Staff member is required. This is used as the login email and for notifications and internal communications.

Nickname

An abbreviated name for your Staff member is required. This should be a short, unique name used in reports and notes.

Login Username

Changing Passwords

This is the password the Staff member uses to access their account. This can be changed in their Profile later on or by resetting their password. The password should not be the same as any other Staff member's.

To maintain a high level of security in your account, the new password must contain...

At least 8 characters
At least 3 of the following:
- Lowercase letters (a-z)
- Upper case letters (A-Z)
- Numbers (0-9)
- Special characters (e.g. !@3$%^&*)

Passwords must NOT contain empty spaces

Changing Password and iCal feeds

Calendar iCal feeds are linked to the account that generated them. If the account that generated the feed is disabled or if the login credentials for that account change, then any iCal feed links previously generated no longer work.

To resolve this, you can generate new iCal feeds to link to your external calendars.

Requiring Two-Factor Authentication

You can enable this setting if you need the account in focus to use Two-Factor Authentication.

The Staff member is then prompted to configure Two-factor Authentication when logging in.

Two-factor Authentication can also be required for all accounts by an Admin via Account Settings or by the Staff through their account profile.

Learn more about enabling Two-factor Authentication here:

Clearing Two-Factor Authentication

Click this option to reset two-factor authentication for the User. You can see that the reset has been successful, as the button is temporarily disabled and labelled as Cleared.

This option is helpful if a Staff Member or Partner loses their authentication device or wants to change authentication methods or applications.

Next time the Staff member logs in, they are asked to set up authentication again.

Learn more about two-factor authentication and User accounts here:

Adding or updating mobile phone numbers

Enter the Staff member's Mobile Phone number here if you'd like to use SMS notifications. Third-party Twilio integration is required for this.

Subscribing to Snapshot Email

A recurring email report summarizing statistics and activity within Checkfront, including...

Number of Web Bookings
Number of Staff Bookings
Number of Booking Page Visitors
Percentage Conversion Rate
Number of Transactions
Total Gross Revenue

The Staff member only receives an email if there have been bookings in the last seven days.

The email is limited to accounts with report or administrative access privileges only.

Use the select box to choose the day of the week you would like your Staff member to receive this.

To unsubscribe the Staff member from the Snapshot Email, choose to never send the email.

Email this account important Checkfront service updates and announcements

Check the box provided if you would like the Staff member to receive email regarding important Checkfront service updates and announcements.

Learn more about Account Profiles from the Staff member perspective here:

Managing your Admin, Staff or Partner account profile

Archiving Staff Accounts

User Account Archive

Staff Accounts can be archived if no longer needed or created in error. Click the Archive button found at the bottom of the Edit Account page.

Archived accounts are found with the Staff Accounts list if you filter by the Archived status. From there, you can edit the account and Unarchive the Staff member.

Archived Staff Accounts do not count toward total Staff Accounts. If you archive a Staff Account, this opens up a space for a new one!

Frequently Asked Questions

How do I change a Staff Member's Email?

To change a Staff member's email, follow these steps:

In the Staff profile, select and remove the text in the Email field.
Enter a unique email address into the field.
Select Save when finished.

How do I change a Staff Member's password?

We advise you to have your Staff change their passwords using the Forgot Password? feature or the change password option within their Account Profile. This ensures that only the account holder is privy to their password.

If need be, you can change a Staff member's password here by following these steps:

In the Staff profile, select the Change Password button.
In the New Password field that appears, enter a new password, considering the above-listed requirements.
Select Save when finished.

How do I have Staff reset their passwords?

You can suggest that Staff use the Forgot Password? link within the Login form or through the change password option within their Account Profile.

This saves you from communicating the new password to the Staff member outside the system, keeping the password private and secure.

Learn More about how Staff can reset their passwords here:

How do I clear Two-Factor Authentication for a User account?

Two-Factor Authentication can be reset for select User Accounts by an Admin. This option is helpful if a Staff member loses their authentication device or wants to change authentication methods or applications.

Go to User Accounts (Manage > User Accounts). The Staff Accounts tab should be selected by default.
Find the User Account you need to update and click on the User's Nickname to open the Edit Account side panel.
Click on the Clear Two-Factor Device Settings button. You can see that the reset has been successful as the button is temporarily disabled and labelled as Cleared.