Creating and Managing Staff Profiles

You can grant co-owners, admin users, front-desk staff, instructors, and coaches their own Swift login to the Admin Dashboard by adding them as staff.

To view and manage your team, you can visit Staff page by navigating to Settings > Staff in your Swift Admin dashboard.

A staff member who also has a customer profile at your facility cannot use the same email address for both accounts. A staff profile and customer profile must be created using different email addresses.

Inviting Staff Members

To invite a new team member,

1. In Swift Admin, navigate to Settings > (People) > Staff
   

2. Click the "+ New" button in the top right corner
   

3. Fill in the staff member's:

   • Name

   • Email

   • Phone number

   • Role (determines their level of permissions and access)
     

4. (Optional) Add a customer-facing bio and profile picture (e.g. Drafted by the Cincinnati Reds, 2-time All Star)
   

5. Click Save

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 using the email address you entered.

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

From there, 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 Reactivate 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 you will need to re-assign them to applicable services, bookings and add their Availability so they can be booked for lessons.

Editing or Deleting Staff

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

How to 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.

How to delete a staff profile

Important: If the staff member is associated or tied to any past or future bookings, you will not be able to delete their profile. The delete button will be greyed out.

To proceed:

• Remove staff from those bookings first, then delete the profile.

• If there are too many bookings to update manually, contact Swift Support and our team will help delete the staff profile on our end.

To delete a staff profile:

1. In Admin, go to Settings > Staff
   

2. Click on the staff member’s name to open their profile
   

3. Scroll to the bottom of their profile.
   

4. 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 is permanent and cannot be undone.