Speako has two concepts that might seem similar: staff and team members. This article clarifies the difference and when to use each.

Staff vs Team Members

Team Members

Team members are user accounts—people who log into Speako to manage your business. They:

  • Have login credentials (email and password)
  • Access the Speako dashboard
  • Can manage bookings, settings, and other business functions
  • Have specific permission levels Team members are about account access and permissions.

Staff

Staff are service providers—people who perform services for customers. They:

  • Are listed in your business's staff directory
  • Can be assigned services they provide
  • Have availability schedules for bookings
  • Appear in booking options for customers Staff are about service delivery and scheduling.

The Distinction

A person can be:

  • Team member only — They manage the business but don't provide services (e.g., receptionist, manager)
  • Staff only — They provide services but don't need dashboard access (e.g., contractor)
  • Both — They provide services and manage the business (e.g., owner who also does services)

When to Add Someone as Staff

Add someone as Staff when they:

  • Perform services that customers book

  • Need their own availability schedule

  • Should appear in booking options

  • Need to be assigned specific services Examples:

  • Hairdresser

  • Massage therapist

  • Personal trainer

  • Consultant

When to Add Someone as Team Member

Add someone as a Team Member when they need to:

  • Log into the Speako dashboard

  • View or manage bookings

  • Access business settings

  • Handle administrative tasks Examples:

  • Business owner

  • Manager

  • Receptionist

  • Administrator

Common Scenarios

Scenario 1: Solo Business Owner

You're both the owner and the service provider:

  • Add yourself as a Team Member (for dashboard access)
  • Add yourself as Staff (so customers can book with you)

Scenario 2: Contractor Who Doesn't Need Access

A massage therapist comes in twice a week but doesn't need to manage anything:

  • Add them as Staff only
  • They'll have a schedule and services but no login

Scenario 3: Receptionist

Someone who answers phones and manages bookings but doesn't perform services:

  • Add them as a Team Member only
  • They can access the dashboard but won't appear in service bookings

Scenario 4: Manager Who Also Provides Services

Your salon manager who also does hair:

  • Add as Team Member (for management access)
  • Add as Staff (for haircut bookings)

Managing Each Type

Managing Team Members

Navigate to Settings > Team to:

  • Invite new team members
  • Set permission levels
  • Remove access

Managing Staff

Navigate to Staff to:

  • Add new staff members
  • Set services and availability
  • Update profiles

Best Practices

  1. Don't confuse the two — Someone needs Staff status to be booked, Team Member status to log in
  2. Start with Staff — For service businesses, focus on staff setup first
  3. Keep it minimal — Only give Team Member access to people who truly need it
  4. Update regularly — Remove staff who no longer work there, revoke team access when appropriate