Team Management

The Team page is everyone who works with your studio — the people you employ, the freelancers you call for a wedding, and the bookkeeper who never touches a camera.

It has two tabs:

The people — who to call, what they do, and who is shooting on Saturday. Everyone who can open the Team page sees this.
Access & pay — what each person can see in StudioFlow, and what you pay them. Only Owners can open this tab. Fees are on it, and so is the fact that one of your admins can see the studio's revenue and another cannot. That is not something to leave lying around the office.

Adding a staff member

Adding someone asks you one question: what do they do here? Pick the answer that fits and StudioFlow sets everything else.

Pick this	You get
Photographer or videographer	Sees the studio's work — projects, galleries, clients, inbox, calendar, shoots, tasks. Doesn't run the office or see the studio's finances.
Editing, culling or retouching	Exactly the same access — the difference is the craft, which is used when you assign work.
Office & scheduling	Runs the day: clients, calendar, inbox, invoices. Not the Finance page.
Runs the studio with me	Everything you have, including the Finance page. Not billing or the plan.
Bookkeeper	Invoices, expenses, VAT and reports. No galleries, no client list.
External, for one job	A contractor: no sign-in and no seat. You put them on jobs and record their fee — they never open StudioFlow at all.

Then StudioFlow emails them an invitation — except for a contractor, who gets nothing emailed and never signs in. You never set a password for anyone — they choose their own when they accept, and nobody but them ever knows it.

What they see when they open the invitation depends on whether they already have a StudioFlow account:

New to StudioFlow — they pick a password on the acceptance page, and that's their account created.
Already has an account (they work for another studio too, or you invited them before) — they're asked for the password they already use. That's deliberate: it proves the account is really theirs before it gets attached to your studio. If they're already signed in, one click is enough.

Either way you see "invite sent" and nothing else — StudioFlow will never tell you whether that address already had an account somewhere. That's not unhelpfulness; it's the same protection working in your favour when someone guesses at your team's addresses.

Once they accept, they appear as a normal member. If they belong to more than one studio, they pick which one to open when they sign in, and can switch between them from the menu under their name — without signing out.

You don't have to get it exactly right

Whatever the preset chose can be changed afterwards on Access & pay, and nothing about it is permanent. Pick the closest answer and move on.

If the preset isn't quite right

Open Advanced on the same screen and you can set things yourself. Everything there is already filled in from the preset you picked, so you are adjusting, not starting over. What you'll find is described in the next two sections.

Roles

A role in StudioFlow is called an access level, and there are only four of them. Everyone has exactly one.

Level	What they can open
Owner	Everything, including the subscription, the studio settings and this Team page.
Admin	Runs the day — clients, projects, galleries, the inbox, documents and invoices. Not billing. Whether they can also open the Finance page is a switch (below).
Crew	Sees the studio's work — projects, galleries, clients, inbox, calendar, shoots, tasks. Doesn't run the office or see the studio's finances.
Bookkeeper	Invoices, expenses, VAT and reports, plus the names of clients and projects so an invoice means something. No galleries, no contracts.

Levels

Two things are worth knowing about the four levels:

Only the Owner manages the team. Changing someone's level, or paying them, is an Owner's job. An Admin can still invite Crew — you should not be stuck because you are on a beach — but nobody can hand out a level they don't hold themselves, so only an Owner can make another Admin or another Owner.
Everyone can see who's who. The people tab, including each person's level, is ordinary org-chart information. What is hidden from everyone but Owners is the Access & pay tab: the switches, the engagement and the fees.

Have a second Owner

Owner is the only level that can manage the team and the subscription. If you are the only one and you are away, sick, or simply not looking at your phone, nobody else can add a person or fix someone's access. Making the person you trust most a second Owner is the answer to "what if I'm not around".

Switches

Two levels have a single extra switch. Each one does exactly what its name says, and each appears on one level only — so you will never see a switch that does nothing.

Admin → "Can open Finance." This switch gates exactly one thing: the Finance page. With it off they can still open offers, contracts and invoices, and see amounts on any project they can reach — what they don't see is the studio's overall position: profit and loss, VAT, expenses and transfers. This is the difference between your office manager and your business partner, and it is one tick rather than two confusingly similar job titles.
Crew → "Only their projects." On, they see the projects you put them on and those projects' galleries, and nothing else in the studio. Off, they see the studio's work like anyone else. Their calendar follows the same line. Their own shoots and events show in full, and everything else in the studio shows only as Busy, with no title or client. Their iCal feed carries only their own entries, and they don't get the studio's Google Calendar (see Calendar → Who sees what).

What the money switch actually protects

Someone working on a wedding can see that wedding's offer and invoice — they'd see the numbers in the shared documents anyway, and hiding them helps nobody. And it is not secrecy: anyone with the invoice list can approximate revenue with arithmetic. What "Can open Finance" withholds is everything that is not invoices — revenue across all projects, VAT, expenses, one-off transfers, reports: the studio's overall position.

If you don't want a particular person seeing even one project's figures, the answer isn't a third switch. Either turn on Only their projects so their world is small, or don't give them a login at all.

Craft tags — what they do and don't do

A craft tag says what someone does: Photographer, Videographer, Editor, Culler, Retoucher, Second shooter, Hair & make-up. You can type your own — "Drone pilot", "Zweiter Fotograf" — nothing is fixed.

Craft tags change nothing about what anyone can see. This surprises people, so it is worth saying twice: a Crew member tagged Photographer and a Crew member tagged Editor can open exactly the same pages. The tag is not a permission and never has been.

What it is for: when you staff a shoot, StudioFlow suggests the people whose tags fit the job. Tag someone Photographer and they'll be offered for a shoot. Tag them Retoucher and they won't — but they can still open everything a Crew member can.

If you want someone to see less, that is a level or the "only their projects" switch, never a tag.

In-house or external

Every person is one or the other, and it is about money and seats, not access.

In-house — your own staff, and anyone you give a login to. If somebody signs in to StudioFlow, they are part of the team.
External — people you engage from outside and only need to track: the stylist, the second shooter you book once a year, the Treuhand who does your books. They live on the Contractors tab, they never sign in, their fee is recorded on Access & pay, and their cost shows up separately when you look at what the studio spends on outside help.

Switching someone between In-house and External changes nothing about what they can open. That is entirely the level and the switches.

If they need a login, add them as a team member

An outside retoucher who uploads to your galleries needs an account, so they are a team member like anyone else — give them Crew with only their projects on, and they see the one job you put them on and nothing else. The Contractors tab is for people who never sign in.

Seats

Your plan includes a number of seats (Trial 3, Starter 5, Studio 15, Agency unlimited), and a seat is used by anyone who can sign in. People you only track — contractors, who have no account at all — never use one.

Settings → Billing & Storage shows where you stand, e.g. "3 of 5 team members". At the limit, adding someone is blocked with a note pointing at your plan; free a seat by removing or deactivating someone, or upgrade.

Somebody who should never sign in — the stylist, the second shooter you book once a year, the assistant who only needs to be on the call sheet — lives on the Contractors tab. They have a name, contact details, a fee and notes; they appear in shoot-assignment dropdowns so you can see who's working on what; they get no invitation, no password and no seat.

Editing someone

Access & pay is where you change a level, flip a switch, set the engagement or record a fee.

Changing someone's access signs them out. If you change their level, switch "Only their projects" on or off, or switch "Sees finances" on or off, they are signed out of StudioFlow — on every device they are signed in on — and the sign-in page tells them why. They sign back in with the password they already have, and the app they come back to is built around their new access. Changing a craft, a fee, a name or the engagement does not sign anyone out.

You can't change someone's email address. A member's login email belongs to them, not to the studio, so only they can change it — from Settings → Login & Security — and only after confirming the new address. If someone's address is wrong, ask them to change it, or remove the row and invite the correct address.

An Owner's password and email are theirs alone: nobody else can change either from this page, even another Owner.

Removing someone

Use the ⋯ menu on their row.

If they have open work — tasks, projects, shoots, calendar entries — the confirmation lists it and offers Reassign & revoke access, so nothing is orphaned.
If they have nothing open, it's a simple confirm.

Either way their access is revoked immediately, and the work they already did stays attributed to them in the history.

Avatars

Each team member's avatar appears throughout the app — sidebar, assignments, chat, mentions. If someone hasn't uploaded a photo, StudioFlow draws one from their initials, so everybody is still recognisable at a glance.

Finance — what the "sees finances" switch actually protects
Settings → Billing & Storage — your plan's seat count and where it's shown
Calendar → Who sees what — how "Only their projects" changes a Crew member's calendar
Settings → Login & Security — passkeys and two-factor, including the second-factor reset an Owner or Admin can trigger from the ⋯ menu on this page