How Staff Work in Nexora

What does a staff record mean?

The staff list shows who works at the business and who can be assigned to appointments. The business owner can invite someone with a phone number or create a staff record that appears only in the list without a phone number.

A person without a phone number cannot switch to a staff account in the app. The business can still assign appointments to them. If a phone number is added later, a new invitation is sent; the person is connected to the business through their own account after accepting it.

How adding and inviting works

• The business owner, or someone allowed to manage staff, enters a name, phone number and suitable access level.
• When a phone number is provided, Nexora does not connect the person immediately. It prepares an invitation for the other person.
• An invited person who is not yet staff can accept or reject the invitation. An account that already works for another business can also accept the new invitation. The business owner who sent it can cancel it while it is still waiting.
• A waiting invitation must be accepted within 7 days. After that, the business needs to send a new invitation.

What changes after acceptance?

Acceptance connects the staff record to the invited person's account. The person can then switch to the staff view for that business. To avoid connecting the wrong person, only the account linked to the invited phone number can accept it.

The person's appointment settings are part of this connection. The first settings come from the business's current plan; after that, the staff member keeps their own working days, start and end times, normal appointment length and gap between appointments.

When an appointment is prepared, Nexora uses the settings of the selected staff member. Those settings create the normal time choices in the calendar; a suitable time outside that list may appear as a special time. Nexora can warn the business before placing another appointment at the same time.

Staff rules

These rules describe the current product behavior.

Real examples

• A business adds Deniz to the list without a phone number and assigns appointments. Deniz cannot switch to the staff view; an invitation is sent when a phone number is added.
• Ayşe accepts an invitation. Her account is connected to the business, and the calendar can use her own working hours.
• Ayşe also works for another independent business. Her working plan and access level remain separate in the two businesses.
• Ayşe does not work on Friday and her normal day ends at 6:00 p.m. Her own calendar follows her working days; a time outside her normal list may be handled as a special time.
• Ayşe leaves the business. Her Pending appointments there move to the owner with the same dates and times, while her relationship with another business stays unchanged.

Limits to know

• A staff record and an app account are different things. A person without a phone can be listed but is not connected to an account.
• Nexora has three basic account roles: Owner, Employee and Customer. Full, Standard and Restricted are access levels for staff; even Full access does not change an Employee into an Owner. The roles and permissions guide explains the details.
• A working plan defines normal calendar times. Nexora does not claim that every appointment outside those times is always blocked.
• Leaving removes only the relationship with the chosen business. The same person's staff relationships with other businesses may remain.
• Pending appointments move to the owner. Other saved appointments are not deleted by the staff departure.

Cases that need extra care

• The invited person already works for another business. The account can accept the new invitation and use each business relationship separately.
• The owner cancels a waiting invitation. It is removed before a connection is made; an accepted invitation cannot be cancelled this way.
• The phone number of connected staff is changed. The old account connection ends and the new number needs another invitation.
• A departing staff member has an appointment at the same time as another owner appointment. The move still happens so the appointment is not left without someone responsible for it.
• A staff member changes working hours. The normal time list follows the new settings; already saved work is not erased as if it never existed.

Frequently asked questions

Can I add staff without a phone number?

Yes. The person is added directly to the staff list and can be assigned appointments, but they cannot switch to the staff view because no app account is connected.

Is someone added with a phone number connected immediately?

No. Nexora first creates an invitation. The connection finishes when the person accepts it through their own account.

How long is a staff invitation valid?

A waiting invitation is valid for 7 days. The business must send a new invitation after it expires.

Who can reject or cancel an invitation?

An invited person who is not yet staff can reject it. The business owner who sent it can cancel it while it is still waiting.

Can every staff member have different working hours?

Yes. Working days, start and end times, normal appointment length and gap information are kept for each person.

Does Full access make a staff member the business owner?

No. Full access allows wider business work but does not change ownership. The roles and permissions guide covers the details.

Can one person work as staff in more than one business?

Yes. One account can have separate staff relationships in independent businesses. Each business keeps its own access and working plan.

What happens to appointments when staff leave?

Pending appointments in that business move to the owner with the same dates and times. The owner can choose another staff member later.