---
title: "Staff Profiles"
description: "Give your team access to Swift Admin — invite staff, manage their roles, and control who can log in."
url: https://bazppmilk.gleap.help/en/articles/12875410-staff-profiles
collection: "Instructors and Availability Management"
updated: 2026-10-24
language: en
---

# Staff Profiles

Give your team access to Swift Admin — invite staff, manage their roles, and control who can log in.

You can give co-owners, admins, front desk staff, instructors, and coaches their own login to Swift Admin by creating a staff profile for them. You can control what each profile type can see and do in Swift Admin.

You can view and manage your team by navigating to [Settings > Staff](https://admin.runswiftapp.com/settings/staff) in the Swift Admin dashboard.

> **Error:** ⚠ **Important**: A staff profile and a customer profile **cannot** share the same email address. If someone is both a staff member and a customer at your facility, they must create their each profile type using **different email addresses**. This keeps their logins and profiles separate and prevents any conflicts within the system.

* * *

## **Creating a staff profile and inviting them to Swift Admin**

To create a new staff profile and invite a new team member,

1.  In Swift Admin, navigate to [Settings > Staff](https://admin.runswiftapp.com/settings/staff)  
    ​
    
2.  Click the "**\+ New**" button in the top right corner  
    ​
    
3.  Fill in the staff member's details, including:
    
    -   **Name**
        
    -   **Email**
        
    -   **Phone** (Useful if the the instructor should receive SMS notifications for their bookings)
        
    -   **Role** (determines their level of permissions and access)  
        ​
        
4.  (Optional) Add a customer-facing bio and profile picture which will be displayed when a customer books a Lesson (e.g. _Drafted by the Cincinnati Reds, 2-time All Star_)  
    ​
    
5.  Click **Save**
    

![](https://staticfiles.gleap.io/helpcenter/68f9695533396ef6c4d4cb3e/20261020144649_9997.png)

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## **Staff Login Link**

Once a staff profile is created, the team member will receive an email with a link to log into the Swift Admin dashboard. From that point forward, they’ll be able to sign in into Swift Admin using their own email address.

**Didn’t receive the invitation email?**

-   Ask them to check their **Spam** or **Promotions** folders.
    
-   You can also click **Resend Invite Email** in their staff profile page.
    

Alternatively, you can direct them to log in directly at [https://admin.runswiftapp.com](https://admin.runswiftapp.com/)

They can enter their email address and will receive a **one-time verification code** in their inbox to complete their login.

* * *

## **Deactivating and Reactivating Staff**

If you have seasonal or temporary staff, you may want to deactivate their profile without deleting it permanently. This can be done directly from your Swift Admin dashboard.

## **How to Deactivate a Staff Profile**

1.  Go to **Settings > Staff**
    
2.  Click on the staff member’s name to open their profile
    
3.  Click the **Deactivate Staff** button in the top-right corner
    
4.  Click the **Deactivate** button when prompted
    

They will be removed from any existing services, all future bookings, and will no longer be able to log in or access their Swift account at your facility.

## **How to Re-Activate a Staff Profile**

1.  Go to **Settings > Staff**
    
2.  Click on the **Inactive** tab to display deactivated staff
    
3.  Select the staff member
    
4.  Click **Reactivate Staff** at the top right corner of their profile
    
5.  Click the **Activate** button when prompted
    

They’ll then be able to log in again and can be re-assigned to services and bookings as needed.

* * *

## **Editing or Deleting Staff**

You can easily update or remove staff profiles from the **Settings > Staff** page.

## **Edit a staff profile:**

Click on the staff member’s name to open their profile and make any necessary changes. Remember to click the **Save** button when you're done.

## **Delete a staff profile:**

> **Warning:** **Important:** If the staff member is associated with any past or upcoming bookings, you will not be able to delete them and the Delete button will be greyed out.

To proceed:

-   Remove staff from all bookings first, then delete the profile.
    
-   If there are too many bookings to update manually, [reach out to Swift Support](mailto:support@runswiftapp.com) and we’ll help remove them.
    

To delete a staff profile:

1.  On the Settings > Staff page, click on the staff member’s name
    
2.  Scroll to the bottom of their profile.
    
3.  Click the **Delete** button in the bottom left corner.
    

Deleting a staff profile is **permanent** and will erase all linked bookings, availability, and pay rate data. This action **cannot be undone and a deleted staff profile cannot be restored by Swift**.