Adding people, deciding what they can see, and paying them.
Roles
There are four venue roles. Give each person the smallest role that lets them do their job.
| Role | Can |
|---|---|
| Owner | Everything, including settings, money, and closing a commission period |
| Manager | Everything operational, plus money, reports, team, timesheet approval |
| Staff | Run the day — diary, orders, bookings, their own clock in/out. No money |
| Read-only | Look, don't touch |
The rule worth remembering: money is Owner and Manager only. Reports, takings, pricing edits, refunds and payouts are all behind that line, and it is enforced on the server.
A Staff user opening a money screen gets an explicit refusal, not a blank page — so "I can't see today's takings" is never confused with "we took nothing today".
Practitioners vs users
They are not the same thing.
- A practitioner is bookable time. They appear in the diary and on the booking page.
- A user is a login.
Someone can be one, the other, or both. A contractor whose bookings you manage needs to be a practitioner but does not need a login. A receptionist needs a login but is not bookable.
Adding someone
Team → Add. You need their name, email and role. They receive an invitation to set their own password.
Passwords are a minimum of 12 characters. BookMyVenue never stores a password you can read back, and support cannot tell you what someone's password is — only reset it.
Removing someone
Deactivate rather than delete. Their history — bookings taken, sales made, hours worked — stays attached to them, which is what your reports and any dispute need.
An Owner cannot be removed. To change ownership, contact [email protected].
Roster
Team → Roster is who is working when.
The roster does two jobs:
- It drives availability. A practitioner who is not rostered offers no online slots.
- It is what timesheets are measured against — the difference between rostered and actually worked.
Two states you will see against a person on a given day:
- Not rostered — nobody expected them.
- Not clocked in — they were expected and have not started.
Time off and closures are set in Settings (venue-wide) and on the practitioner (individual). See Settings reference.
Timesheets
Team → Timesheets.
A staff member clocks themselves in and out, including breaks. A Manager can clock someone in or out on their behalf, or enter a shift manually — for the day someone's phone was flat.
A timesheet period moves through three states:
| State | Meaning |
|---|---|
| Draft | Assembled from clock records. Can be re-assembled as often as you like |
| Approved | A manager has checked it. It stops re-assembling |
| Locked | Final. This is what export depends on |
Assembling an empty period is not a success — if there is nothing there, you will be told "Nothing assembled for those dates", not shown a cheerful zero.
Approval and locking are Owner/Manager.
Tips
Team → Tips.
A tip policy decides how tips are split. A policy starts from a date — you change the policy going forward, never retrospectively over a period that has already been paid.
Tips are then allocated for a period. The allocation is checked to balance: what came in equals what went out. An allocation that does not balance is a fault, not a rounding opinion.
Commission
Team → Commission. Owner/Manager to set up, Owner to close a period.
A commission plan is a rate that starts on a date:
| Type | Meaning |
|---|---|
| Percentage of the sale | e.g. 40% of every service they perform |
| Flat amount per sale | e.g. $15 per treatment |
Rules the screen will enforce, and the plain-English version of each:
- "That period is closed." — You cannot start a new rate inside a period you have already paid out. Choose a date after that period ends.
- "There's already a rate starting that day." — One rate change per day. Pick the next day.
- "That date range overlaps an existing plan." — Two plans cannot cover the same days.
Commission is calculated per line of a sale, against the person who performed it. On a hospitality order, who performed a line is set from the order screen.
Periods
Commission runs in periods. Open a period, let it run, then close it — closing is the Owner-only act that says "this is what we paid". A closed period can still be read and recomputed for a statement, but its rates can no longer be changed.
Payouts
Team → Payouts shows the payout statement per practitioner — commission earned, tips allocated, for a given period.
A practitioner sees their own. Owner and Manager can see anyone's.
Payroll export is not built yet. Payouts are readable on screen; there is no one-click payroll file. If you need the numbers out, use the statement and Reports, and tell support this is a gap you're hitting.
Pre-discount ("gross") commission is not built. Commission is calculated on what was actually taken. If you need commission on the pre-discount amount, contact support — this is a known open decision, not an oversight in your setup.
Next
Still stuck? Email [email protected] with your venue name, what you were doing and what happened instead. Please don't send passwords — we will never ask for one.