Step 1: Navigate to the Team feature
Log in to your Pabau account, and in the left sidebar menu, go to Team, then click on "Team" again.
Step 2: Click on New Staff Member
Click on the "New Staff Member" in the top right corner of the page.
You will first need to select the default location for this user. If they work in multiple locations, click on "This team member works at other locations" to reveal a list of all your locations. Select all the locations where they'll be working.
Next, fill out the basic user details - first name, last name, email, and staff title.
The email you enter here will serve as the user's login email. They will receive a confirmation email to finalize the account creation process.
Step 3: Set Permissions
After you've filled out the basic user details, click on the "Set permissions" button in the top right corner.
NOTE: To learn more about roles, read our How to Create a Role article.
Next, click on "Create staff" in the top right corner of the page. The user is now created.
Can two team members share the same email address?
No. Each team member's email is also their Pabau login, so every team member in your account needs their own email address. If you enter an email that another team member already uses, you will see A team member with this email already exists, please try using a different one.
If the email belongs to a team member who has been deactivated, you will see [name] is an inactive team member with this email. In that case, reactivate them instead of creating a new profile: go to Team → Team, filter by Inactive, open their profile and click Reactivate.
TIP: If your team members share one work inbox (for example, a reception address), give each person a different address. Many email providers let you create aliases or extra addresses that are delivered to the same inbox – check with your email provider or IT administrator.
How long does the invite link stay valid?
When you click Create staff, Pabau shows Invite sent to followed by the new team member’s email, and sends them an email titled Set up your account. The link in that email lets them set their password and is valid for 7 days from the moment the team member was created. It can only be used once.
If they open it after 7 days, they will see This setup link has expired. If the link has already been used or replaced, they will see This setup link is no longer valid. In both cases the page asks them to contact their clinic administrator.
NOTE: If the email address already has an active Pabau login, no setup email is sent – the team member signs in with their existing password.
How do I send a new link if the invite has expired?
There is no separate “resend invite” button. Send a password email instead:
- Go to Team → Team and click the team member’s name to open their profile.
- On the Personal Details tab, click the three-dot menu in the top right corner.
- Click Send reset password email. You will see Success! - we have emailed a reset link to followed by their email address.
The team member uses the link in that email to set their password and sign in.
IMPORTANT: A password reset link is only valid for 90 minutes, not 7 days, so ask the team member to use it straight away. Sending it also replaces any earlier link, so only the most recent email will work.
Who can do this: you need the Can access teammates page and Can adjust staff members details permissions to open a team member’s profile. Learn more in Setting Staff Permissions.
NOTE: In addition, we suggest reading our Team article for a more in-depth exploration of this topic.
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For more guides, browse the related articles below or use the search bar at the top of the page. You can also watch our video learning series, the Pabau Academy, or visit the Support page for additional help.