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Guide for Service Providers (Stylists/Therapists)

8-10 minutes

Tutorial 16.5: Guide for Service Providers (Stylists/Therapists)

Introduction

As a Staff member (service provider) in Luminate, your focus is on delivering excellent service to customers. Whether you're a stylist, therapist, or technician, Luminate helps you manage your schedule, track your appointments, and process transactions for your work.

This guide covers everything you need to work effectively—viewing your schedule, managing your customers, processing payments, and requesting time off. You'll understand exactly what you can access and how to make the most of the system for your daily work.

Who this is for: Team members assigned the Staff role in Luminate—stylists, therapists, beauticians, barbers, or any service provider.

What you'll learn:

  • Viewing and managing your personal schedule
  • Working with your appointments and customers
  • Processing transactions for your services
  • Requesting and tracking your leave
  • Understanding your role's focus and limitations

Time to complete: 8-10 minutes

Prerequisites

Before you begin:

  • You should have received a login invitation and completed setup
  • Helpful to have read Tutorial 1.3: Understanding Roles and Permissions
  • Familiarise yourself with the basic navigation (Tutorial 1.1)

What Staff Can Do

Staff members have a focused set of permissions centred on your own work:

Feature Area Staff Access
Dashboard Personal stats and leave information
Appointments Create, edit, manage appointments
Your Schedule View your calendar column
Other Schedules View all staff appointments on calendar
POS/Transactions Process sales for services
Refunds No access
Customers View and manage customer profiles
Roster View all shifts, edit your own only
Leave Request your own leave
Services View only
Products View only
Reports No access
Salon Settings No access
Messages View and send messages
Billing No access

Your Dashboard

Location: Sidebar → Dashboard

Your dashboard is personalised to show your work:

Personal Stats

Your "My Performance" card shows:

  • My Revenue - Your service revenue for the period
  • My Appointments - How many appointments you've completed
  • My Clients - Unique clients you've served
  • My Commission - Your earnings (if commission applies)
  • My Tips - Your share of tips for the period
  • My Rebook Rate - Percentage of clients who rebooked with you
  • Rank Position - Where you stand among all staff (e.g., "#2 of 5")

Leave Information

  • Leave allowance - Your annual holiday entitlement
  • Days taken - Leave you've used this year
  • Days remaining - Available leave balance
  • Upcoming leave - Approved future time off

Use the period selector to view different timeframes (today, this week, this month).

Viewing Your Schedule

Location: Sidebar → Appointments

The calendar shows your appointments and helps you prepare for each day.

Your Calendar Column

When you open the Appointments page, you'll see the full salon calendar. Your column shows:

  • Your scheduled appointments
  • Service types and durations
  • Customer names
  • Appointment status (scheduled, arrived, in progress, completed)

Calendar Views

Switch between views using the tabs:

  • Today - Focus on your current day
  • Week - Plan ahead for the week
  • Month - See the broader picture

What You Can See

You can see the entire salon calendar, including other staff columns. This helps you understand salon flow and availability. However, your primary focus should be your own column.

Managing Your Appointments

Viewing Appointment Details

Click on any of your appointments to see:

  • Customer name and contact details
  • Service booked
  • Duration and timing
  • Notes from the booking
  • Appointment status

Updating Appointment Status

Track each customer's journey:

  1. Scheduled → Arrived: When your customer arrives
  2. Arrived → In Progress: When you begin the service
  3. In Progress → Completed: When you finish

Keeping status updated helps the team know what's happening.

Editing Your Appointments

If changes are needed:

  1. Click on the appointment
  2. Click Edit
  3. Modify the details (time, service, notes)
  4. Click Save

Booking Appointments

You can create new appointments:

  1. Click Book Appointment or an empty slot
  2. Select or create the customer
  3. Choose yourself as the staff member
  4. Select the service
  5. Set the date and time
  6. Click Save

Note: You can also book appointments for other staff members if needed—useful when a customer asks about a colleague's availability.

Cancelling Appointments

If a customer cancels:

  1. Click on the appointment
  2. Click Cancel
  3. Confirm the cancellation

The slot becomes available for rebooking.

Working with Customers

Location: Sidebar → Customers

You can view and manage customer profiles.

Viewing Customer Profiles

Each profile shows:

  • Contact information
  • Appointment history
  • Any notes or preferences
  • Marketing preferences

Adding New Customers

Walk-in or new referral? Create their profile:

  1. Click Add Customer
  2. Enter their details
  3. Record any preferences or notes
  4. Set marketing consent
  5. Click Save

Adding Notes

Record important information for future visits:

  • Allergies or sensitivities
  • Preferred products
  • Style preferences
  • Personal notes (birthday, how they like their coffee)

Click Edit on the customer profile to add notes.

Viewing Customer History

Before an appointment, check the customer's history:

  • Previous services
  • Past stylists they've seen
  • Any notes from previous visits

This helps you provide personalised service.

Processing Transactions

Location: Sidebar → POS

You can process payments for your services.

After Completing a Service

  1. Navigate to POS → Quick POS
  2. Select your customer
  3. Their unbilled appointments appear
  4. Select the services to charge
  5. Add any retail products they're buying
  6. Choose payment method
  7. Complete the transaction

Adding Products

If the customer buys retail products:

  1. Search for the product
  2. Add it to the transaction
  3. The product and service appear together

Payment Methods

Accept payment via:

  • Cash - Record the amount
  • Card - Process through the terminal
  • Split - Combine multiple methods

Receipts

After completing:

  • Print Receipt - For physical copy
  • Email Receipt - Send to the customer

What You Cannot Do

Refunds require a Manager or higher. If a customer needs a refund:

  1. Explain you need to get a manager
  2. Find a Manager, Admin, or Owner
  3. They can process the refund

Viewing and Managing Your Roster

Location: Sidebar → Roster

You can view the full salon roster and manage your own shifts.

What You Can See

The roster shows:

  • All staff members' shifts across the salon
  • Shift times and break periods for each day
  • Any leave booked by staff
  • Public holiday indicators

A note appears at the top of the roster: "You can view the roster, but you can only add, edit, or delete your own shifts."

What You Can Do

For your own shifts, you can:

  • Add new shifts to your schedule
  • Edit your shift times and breaks
  • Delete shifts you no longer need

This is useful when you have flexibility to set your own hours or need to adjust your schedule within salon guidelines.

What You Cannot Do

You cannot create, edit, or delete shifts for other staff members. That's handled by Managers, Admins, or the Owner.

Reporting Issues

If you spot a roster problem with another team member's shifts:

  • Wrong shift time
  • Missing shift
  • Incorrect break

Let your Manager or the Receptionist know so they can fix it.

Requesting Leave

Location: Sidebar → Leave

Request time off through Luminate.

Submitting a Leave Request

  1. Navigate to Leave
  2. Click Request Leave
  3. Select:
    • Leave type - Holiday, sick, unpaid, etc.
    • Start date - First day of leave
    • End date - Last day of leave
    • Half days - If applicable
  4. Add notes explaining the request
  5. Click Submit

Tracking Your Request

After submitting, your request shows as Pending.

Check back to see:

  • Approved - Your leave is confirmed
  • Rejected - Not approved (check for notes explaining why)

Viewing Your Leave Balance

Your dashboard shows:

  • Total allowance - Annual entitlement
  • Days taken - Leave used this year
  • Days pending - Awaiting approval
  • Days remaining - Available balance

Cancelling a Request

If your plans change:

  1. Find the pending request
  2. Click Cancel Request
  3. Confirm cancellation

For approved leave, you may need to speak with a Manager.

Messages

Location: Sidebar → Messages

You can participate in customer communications.

What You Can Do

  • View conversations with your customers
  • Read incoming messages
  • Reply to customer questions
  • See message history

When to Use

  • Customer asks about product recommendations
  • Following up on appointment queries
  • Responding to customer questions

What You Cannot Do

  • Close or archive conversations
  • Configure messaging settings

For inbox management, ask a Manager.

What Staff Cannot Access

Understanding your boundaries helps you work efficiently:

Reports

You don't have access to the Reports section. This includes:

  • Revenue reports
  • Other staff performance
  • Business analytics

Your personal stats appear on your dashboard.

Refunds

You cannot process refunds. Customers needing refunds should speak with a Manager.

Settings

You cannot access salon settings, service configuration, or notification settings.

Other Staff Data

While you can see the calendar and roster, you cannot access detailed information about other staff members' performance or personal data.

Other Staff Roster Management

You can view the full salon roster and manage your own shifts, but you cannot create or modify shifts for other team members.

Your Daily Workflow

Starting Your Day

  1. Log in and check your dashboard
  2. Review your appointments for the day
  3. Check customer profiles for any notes or preferences
  4. Prepare for your first appointment

During Each Appointment

  1. Mark as Arrived when customer arrives
  2. Mark as In Progress when you start
  3. Deliver your service
  4. Mark as Completed when done
  5. Process payment at the POS

Between Appointments

  • Check for walk-ins or rebookings
  • Update customer notes from the previous appointment
  • Prepare for the next customer

End of Day

  1. Ensure all appointments are marked complete
  2. Process any outstanding transactions
  3. Review tomorrow's schedule
  4. Check for any messages needing response

Common Pitfalls

"I can't see my column on the calendar"

Make sure you're viewing the correct date. Use the date navigation to return to today. If your column is still missing, check with a Manager—there may be a roster issue.

"I need to process a refund"

Staff cannot process refunds. Find a Manager, Admin, or Owner to help the customer.

"I can't find the Reports section"

Reports aren't available to Staff. Your personal stats are on the dashboard. For more detailed information, ask a Manager.

"I booked an appointment but can't find it"

Check you saved the appointment. Also verify you're viewing the correct date and that you selected yourself as the staff member.

"My roster shows the wrong times"

You can edit your own shifts directly on the roster. Click on your shift and update the times. If another team member's roster shows wrong times, report the issue to a Manager or Receptionist so they can correct it.

Tips and Best Practices

  1. Check your schedule daily - Review the next day's appointments before leaving.

  2. Update status in real-time - Keep appointment statuses current for accurate salon tracking.

  3. Use customer notes - Record preferences and details after each visit.

  4. Process payments promptly - Complete transactions before the customer leaves.

  5. Request leave early - Give managers time to approve and plan coverage.

  6. Know your team - Understand who can help with tasks outside your access (refunds, roster changes).

  7. Build customer relationships - Use the history feature to remember details about regular clients.

Tracking Your Performance

While you don't have access to full reports, you can track your work through:

Dashboard Stats

Your "My Performance" card shows:

  • My Revenue - Total revenue from your services
  • My Appointments - Number of completed appointments
  • My Clients - Unique clients you've served
  • My Commission - Earnings from commission-based services
  • My Tips - Your share of tips received
  • My Rebook Rate - How often your clients come back
  • Rank Position - Your performance ranking among team members

Use the period selector to view different timeframes (today, this week, this month).

Leave Balance

A separate Leave Allowance card shows:

  • Days remaining
  • Days used of total allowance
  • Upcoming approved leave

Informal Tracking

Keep notes on:

  • Regular customers
  • Popular services you provide
  • Retail sales performance

Discuss your performance with your Manager during reviews.

Related Tutorials

  • Tutorial 1.3: Understanding Roles and Permissions - Complete role reference
  • Tutorial 2.1: Managing Your Appointment Calendar - Calendar navigation
  • Tutorial 2.2: Booking and Managing Appointments - Appointment details
  • Tutorial 2.4: Processing Transactions at the Point of Sale - POS guide
  • Tutorial 3.2: Understanding Customer History and Analytics - Customer profiles
  • Tutorial 6.2: Requesting and Managing Leave - Leave details
  • Tutorial 16.4: Guide for Reception Staff - Understanding your colleagues
  • Tutorial 16.3: Guide for Salon Managers - Understanding your supervisors

Frequently Asked Questions

Can I see how I compare to other staff?

No. Individual performance comparisons are in Reports, which Staff cannot access. Discuss performance with your Manager during one-on-one meetings.

Can I book appointments for other stylists?

Yes. While your focus is your own schedule, you can book appointments for any staff member. This helps when customers ask about other stylists' availability.

What if a customer wants to rebook with someone else?

You can create the booking for the other staff member. It's professional and helpful—just book it on their calendar.

Can I change my own roster shifts?

Yes. You can add, edit, and delete your own shifts directly in the roster. However, you cannot modify other team members' shifts—only Managers, Admins, or Owners can do that.

How do I see my commission?

Your dashboard shows commission earned for the selected period. For detailed commission breakdowns, ask your Manager or Admin.

Can I work at multiple salons?

No. Staff accounts are linked to one salon. If you work at multiple locations owned by the same person, you'd need separate accounts—ask the Owner about the setup.

Can I access Luminate from home?

Yes. Log in from any device to check your schedule, view customer details, or request leave. The interface works on mobile and desktop.

Last Updated: January 2026

Documentation verified against Luminate codebase - permissions confirmed via PermissionSeeder, ShiftPolicy, DashboardController, and DashboardPersonalStats components.