---
title: "Creating and Managing Staff Profiles"
description: "Manage your staff members"
url: https://bazppmilk.gleap.help/en/articles/12889055-creating-and-managing-staff-profiles
collection: "People"
updated: 2026-10-26
language: en
---

# Creating and Managing Staff Profiles

Manage your staff members

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, navigate to the Staff page by going to [Settings > Staff](https://admin.runswiftapp.com/settings/staff) in the Swift Admin dashboard.

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**⚠️ Important**: 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.**

# **How to add and invite new Staff Members**

To add or invite a new staff or team member,

1.  In Swift Admin, navigate to [Settings > (People) > Staff](https://admin.runswiftapp.com/settings/staff)  
    ​
    
2.  Click the "**\+ New**" button in the top right corner  
    ​
    
3.  Fill in the staff member's:
    
    -   **Name**
        
    -   **Email**
        
    -   **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**
    

![](https://staticfiles.gleap.io/helpcenter/68f9695533396ef6c4d4cb3e/20261020144633_8630.png)

The staff bio is publicly shown to customers when they go through the booking process for a Lesson. During the booking process, a customer can click "Show Bio", where they'll be able to learn and read more about the instructor.

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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 using the email address you entered.

All staff members access Swift Admin via the same link: [https://admin.runswiftapp.com](https://admin.runswiftapp.com), but they will use their own email address to log in.

**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/)

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

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# **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.

Deactivating a staff profile will remove them from any existing services, all future bookings, and they will no longer be able to log in or access their Swift account at your facility.

## **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
    

If necessary, you will need to manually re-assign the staff to any services they provide such as lessons, classes and camps.

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# **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.

# **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](mailto:support@runswiftapp.com) and our team will help remove them.
    

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**.