Users

Everyone who works in REV23 gets their own account — service providers, managers, counter staff. Each account carries its own permissions, and most records are stamped with who created or changed them.

Shared accounts

Though it may be tempting to create a single “counterstaff” account, we strongly discourage it. If a staff member leaves, they still have access unless you change the shared password. Individual accounts let you deactivate a departing user immediately — and without them, the who-did-what stamps on your records mean nothing.

Your team lives at Settings → Team & Access → Team Members. The order of the list is the order your team appears on the booking page, in Kiosk, and on the calendar — where your own column always comes first — drag to rearrange it. The Team setup choice on the same page (Just me or Shop / Studio) records how your business runs; switching it never changes who can sign in or who holds a seat.

Account types

REV23 supports two ways to sign in:

1. REV23 Account — Your central REV23 identity, used across the REV23 website, apps, and services. Subscription owners always use their REV23 Account. If you have multiple Clouds, you can switch between them.

2. Studio Account — A username and password stored directly in your Cloud. Artists and counter staff typically use a Studio Account to log in with your studio’s address (e.g. scrantontattoo.rev23.com) and their username.

REV23 Account linking

A user’s REV23 Account links to their Studio Account when the two share the same email address; the link happens automatically on their first REV23 Account login. Once linked, they sign in without typing the Cloud name, and if they work at more than one shop, they can switch between Clouds from the same account.

Creating a User

From Team Members, tap New. The form collects:

• First Name (required)
• Last Name
• Username (required) — Used for Studio Account login.
• Email — With an email, a temporary password is emailed to the user, and a REV23 Account with a matching address links automatically on their first sign-in. Without one, you set a password manually.
• Service Categories — Each category you pick becomes a category skill. You can refine coverage and settings on their page afterward.
• Assign seat immediately — Takes at least one service category and an open seat.

The user page

Each person’s page covers five areas:

• Overview — status, seat, skill categories, and studios. A user with skills but no seat cannot perform services or be scheduled.
• Artist setup — the skills and their settings, studio assignments, and the person’s form signature.
• Compensation — pay defaults, payout method, and tax info. The per-service pay rules live on the skills; see Compensation.
• Account & access — roles and permissions, plus sign-in security.
• Profile & files — personal details, public contact info, social and review links, and uploaded documents (licenses, certificates, contracts). The public-facing fields work the same as the self-service versions on Me.

Skills

Skills define which service types a person performs — and carry how each one is priced, booked, and paid when they do it. Adding a skill also grants the permissions to do the work; no extra setup required.

A skill takes one of two shapes:

• Category skill — covers every service in a category (Tattoo, Piercing, …), including services you add to the category later.
• Service type skill — one specific service. Use it alone for narrow coverage (a piercer who only does ears), or alongside a category skill to override settings for just that service.

When adding services you choose the coverage: the whole category, everything except services you pick, or specific services only. Only whole-category coverage picks up future services automatically.

When someone doesn’t perform everything

Skills determine which providers REV23 offers during Kiosk check-in, online booking, and service assignment. A category skill covers every service in that category.

• If nobody at the studio performs a service, remove it from your service types — it disappears from check-in, booking, and everywhere else, for everyone.
• If just this person doesn’t perform it, change their coverage. Under Artist setup, remove the category skill. If the category still has service overrides, use Remove all skills so those rows do not limit the next selection. Select Add services, then choose All except… for the services they do not perform or Specific services only for the services they do.

Narrowed coverage does not include services added to the category later. Add each new service to the person’s skills if they perform it.

Override specific services changes pricing or booking for a service but does not remove it from the category skill. Change the person’s coverage when they should no longer be offered for that service.

What each skill carries

Every skill carries three groups of settings. Each is optional — most skills need nothing set at all. Blank booking fields inherit from the service type; blank pricing falls back to the person’s category skill, then the studio’s pricing for the service, then the service type; blank pay resolves through the pay cascade.

Pricing — what the customer pays when this person performs the service. The same three forms as service type pricing: quote each session, per-service pricing with quantity tiers (a pair of lobes can cost less than two singles), or time-based pricing with an hourly rate, flat-rate tiers like Half Day, and timer rounding. Pricing set here follows the artist to every studio where they perform the service. Tax treatment and jewelry pricing can’t be set per artist — they belong to the service itself, not the person performing it.

Booking — how the public books this person for this service. Choose Not bookable online, Consultation first, Request to book, or Book without review. The skill can also set appointment length, repeat-service time, maximum quantity, time between appointments, slot increment, deposit, minimum notice, and how far ahead customers can book.

Blank settings inherit the service defaults. The booking window checks the artist’s default before the service default. See Set Up an Artist for Online Booking for the complete setup sequence, or Online booking for the full availability order.

Artist pay — the commission rule for this skill: a percent of the subtotal, a flat amount per service, optionally climbing a sliding scale during a pay period. Only the owner sets pay; a skill without its own rule falls back through the pay cascade. See Compensation.

Artist-wide booking preferences that aren’t per-service — whether they take consultations and how long those run, auto-approval, extra time when different services combine, and whether their public pages show prices — are set once on the artist, alongside their default license.

Licenses

Each skill can carry a health-department license number and expiration (e.g. CA-TAT-12345). A service override without its own license uses its category skill’s; failing that, the person’s default license, then the studio’s. License numbers print on generated release form PDFs, so inspectors see each provider’s credentials on the document itself. Everyone keeps their own licenses current — the default and any per-skill override — from My Skills.

Removing skills

Removing a skill removes the permissions it granted — the change lands within about 15 minutes, when the app next refreshes the person’s session. Existing services and bookings keep their records; the person just stops appearing as a provider for that work. Removing someone’s last skill does not free their seat — remove the seat too if they’re done providing services.

Seats

REV23 bills by seat. Your subscription includes a set number, and each service-providing user needs one — counter staff, managers, and other non-service users don’t. A seat can only be assigned to someone with at least one skill, and it’s global: one seat covers a person at every studio.

A seat is what makes someone a provider in practice. Without one they can’t be scheduled or booked online, don’t appear in Kiosk, and aren’t offered as a provider on services — even with skills configured.

Assign or remove the seat from the user’s Artist setup. If your subscription drops below the seats in use, the most recently seated users are unassigned to fit. How seats interact with deactivating and deleting a user is under Security.

Roles & permissions

Most users only need one of the following:

• A role (Manager, Front Desk, Payroll, or Booking) for non-service staff.
• Skills for artists and other providers — these automatically grant everything they need to do their work.

For rare cases where someone needs a little extra access, the owner can toggle individual permissions on top.

When changes apply

Permission changes take effect the next time the user signs in — or within about 15 minutes for a session that stays open, when the app refreshes it.

Roles

Role	Typical User	Access
Manager	Owner’s right hand, studio lead	Full operational access, supply/config management, user management, studio settings.
Front Desk	Counter staff, receptionists	Customers; services — start them, see them all, assign providers; ideas, booking, the register, read-only care journeys, service analytics.
Payroll	Bookkeeper, payroll admin	Run payroll, see everyone’s earnings and pay rates, override commission.
Booking	Remote booker, scheduling assistant	The whole calendar, plus the customers, ideas, and services scheduling touches.

Artists and other service providers typically do not need a role — their skills already grant the permissions they need. Roles combine: an artist who also works the counter gets Front Desk on top of their skills.

Every permission, what it allows, and what each role includes: Roles & Permissions.

Skill-derived permissions

Any user with at least one skill gets a working set of permissions covering customers, services, ideas, care, their own bookings, and their own pay. Tattoo, Permanent Makeup, and Microblading skills also grant ink and needle management; Piercing grants jewelry and needle management.

Skill-derived permissions are not editable — add or remove a skill to change them.

Owner-only permissions

Some actions belong to the subscription owner alone — billing, API keys, assigning roles and permissions, setting pay, deleting users, and more. They have compliance, legal, or billing implications, and no role or permission grant can hand them to anyone else.

Form deletion & force delete

Deleting signed release forms — and force-deleting customers, services, or sessions that have signed forms attached — takes the Forms → Delete permission. No role includes it; out of the box, only the owner can do this.

When anyone without it tries to delete a record with signed forms attached, the delete is blocked. With it, the delete completes through a Force Delete confirmation, which permanently removes the record and all associated signed forms.

Caution

Deleting signed release forms has compliance and legal implications. Keep Forms → Delete with the owner unless you have a specific reason to grant it.

Studios

If you have multiple studios, you can restrict a user to the locations they work at, from Artist setup on their page. A user with no studio assignments works at all studios — you only assign studios to restrict someone.

Assignments decide where the person shows up as a provider: the Kiosk provider list, online booking, and service assignment at each location. Each assigned studio can also carry its own pay overrides — different commission rates at different shops.

A studio assignment with payroll history behind it can’t be removed — the pay records at that studio belong to it.

Tip

Guest artists visiting for a weekend? Assign them to just the studio they’re working at, then remove the assignment when they leave. Their services stay on record — only their visibility in the provider list changes.

Signature

Each provider can have a default signature that is automatically included on generated release form PDFs alongside the customer’s signature. If a provider does not review the form before the PDF is generated, their default signature is still applied. During review, the provider can draw a fresh signature if preferred.

Users set their own signature from Me. Anyone with Users → Manage can also draw or replace a signature for another user, under Artist setup on that user’s page.

Security

Deactivating revokes access without deleting the account: sign-in stops immediately, and any open session ends within about 15 minutes. Owners can’t be deactivated and you can’t deactivate yourself. Deactivating a seated user returns the seat to your subscription in the same step — reactivating them later doesn’t reassign it. Deactivation keeps every record intact — reactivate anytime.

Deleting a user is owner-only, and REV23 refuses when the person has earnings, signed release forms, or customer deposits in their custody — deactivate instead, so those records keep their author. A seated user can’t be deleted either; remove the seat first.

Passwords for other users — sending a reset email, setting one manually, or removing a studio password — belong to the owner. Everyone manages their own password from Me.

Two-factor authentication status shows on each user’s page. Only the user themselves can manage it through their own account security — there is no studio-side control.

Webhooks

Users support the following webhook events:

Event	Description
user.created	A user was created.