Everything You Need to Manage Your Team
Tilavon gives salon owners complete control over staff profiles, permissions, work schedules, and communication, all from one dashboard.
Adding Staff Members
Create profiles for every team member with contact details, roles, and service assignments.
Staff Roles & Permissions
Control access with Owner, Manager, and Technician roles.
Setting Work Schedules
Define weekly hours, breaks, and one-time overrides for each technician.
Managing Time Off
Staff request time off from the app, and owners or managers approve or deny.
Adding Staff Members
Getting your team into Tilavon takes just a few minutes per person. Each staff member gets a profile that controls what they can access and which services they perform.
Open Staff Settings
Go to Settings then Staff in the owner portal. Click the Add Staff Member button in the top right corner.
Fill In the Profile
Enter the staff member's name, phone number, and email address. The email is used for their login credentials and notification delivery.
Choose a Role
Select Owner, Manager, or Technician. The role determines which pages and actions are available to this person. You can change it later.
Assign Services
Check the services this staff member is qualified to perform. Only assigned services will show when clients book with this technician online.
Send the Invitation
Click Save and Invite. The staff member receives an email with a link to set their password and download the employee app.
Tip
You can import multiple staff members at once by uploading a CSV file. Go to Settings, Staff, then click Import to download the template and upload your file.
Staff Roles & Permissions
Tilavon uses three built-in roles to keep sensitive information secure while giving every team member the access they need to do their job.
Owner
Full access to every feature, setting, and report in the salon.
- View and edit all financial reports
- Manage subscription and billing
- Add or remove staff members
Manager
Day-to-day operational access without billing or subscription controls.
- View staff schedules and client records
- Approve time-off requests
- Run daily sales and performance reports
Technician
Personal schedule and client view only.
- View own schedule and appointments
- Check personal earnings and tips
- Request time off
Setting Work Schedules
Accurate schedules keep your booking calendar honest. Clients can only book during hours a technician is marked as available.
Weekly Schedule Template
Open a staff member's profile and click the Schedule tab. For each day of the week, set the start time and end time. Leave a day blank to mark it as a day off. The template repeats every week automatically.
Lunch and Break Blocks
Add break periods within a work day to block off time that cannot be booked. For example, set a 30-minute lunch from 12:00 PM to 12:30 PM. The break appears as unavailable on the booking calendar.
One-Time Schedule Overrides
Need a technician to work a different shift on a specific date? Use the Override tab to set custom hours for any single day. The override takes priority over the weekly template for that date only.
Tip
When you change a schedule, any existing appointments outside the new hours are flagged for review. You will see a warning before saving so you can reschedule affected clients first.
Managing Time Off
Tilavon handles time-off requests digitally so nothing gets lost in conversation. Every request is logged, and approved time off automatically blocks the technician's calendar.
Submitting a Request
Staff members open the employee app, tap Time Off, and select the dates they want off. They can add a note explaining the reason. The request is sent to the owner and any managers immediately.
Reviewing Requests
Owners and managers see pending requests on the dashboard and in notifications. Open the request to see which dates are affected and whether any appointments need to be moved. Tap Approve or Deny.
Calendar Integration
Approved time off immediately blocks the technician's schedule. Clients cannot book those dates online, and the POS shows the technician as unavailable.
Time Off History
Every request, approved or denied, is stored in the staff member's profile. Use this log to track patterns and plan coverage during busy seasons.
Staff Performance Tracking
Understanding how each team member contributes to your bottom line helps you reward top performers and identify coaching opportunities.
Revenue per Technician
The Staff Performance report shows total revenue generated by each technician over any date range. Compare week over week or month over month to spot trends. Revenue includes services, add-ons, and product sales attributed to the technician.
Client Retention Rate
See what percentage of each technician's clients return for a second visit within 60 days. High retention signals quality service and strong client relationships. Low retention may indicate an opportunity for additional training.
Utilization Rate
Utilization measures the percentage of a technician's available hours that are booked with appointments. An 80% or higher utilization rate is considered healthy for most salons. If utilization is low, consider adjusting schedules or running targeted promotions.
Assigning Services to Technicians
Not every technician offers every service. Assigning services ensures clients book with someone qualified, and it keeps your schedule accurate.
Select from the Service List
Open a staff member's profile, go to the Services tab, and check each service they are trained to perform. Unchecked services will not appear as options when a client books with this technician.
Skill Level Indicators
Optionally tag each assigned service with a skill level such as Junior, Senior, or Master. This links to pricing tiers so experienced technicians automatically charge the correct rate.
Impact on Online Booking
When a client selects a service during online booking, only technicians who have that service assigned appear in the technician picker. This prevents scheduling mistakes and ensures every appointment matches the technician's abilities.
Staff Notifications & Communication
Tilavon sends real-time notifications so your staff always knows what is happening without you having to call or text each person individually.
Appointment Alerts
Technicians receive a push notification and email when a new appointment is booked, rescheduled, or cancelled under their name. This keeps them aware of their upcoming day without checking the calendar constantly.
Schedule Change Alerts
When an owner or manager edits a technician's schedule or approves a time-off request, the affected staff member is notified immediately with the updated details.
Team Announcements
Need to share a message with the whole team? Use the Announcements feature to send a notification to all staff at once. Great for policy updates, holiday hours, or meeting reminders.
Frequently Asked Questions
How do I set up different permission levels?
Tilavon offers three built-in roles: Owner, Manager, and Technician. Each role has pre-configured permissions that control access to reports, settings, scheduling, and client data. Assign a role when creating a staff profile, and change it any time from the Staff Settings page.
Can staff see their own schedules?
Yes. Every staff member can view their personal schedule, upcoming appointments, and time-off status through the Tilavon employee app or by logging into the portal. Technicians see only their own schedule, while managers can view all staff schedules.
How do I handle time-off requests?
Staff members submit time-off requests through the employee app. Owners and managers receive a notification and can approve or deny the request directly from the dashboard. Approved time off automatically blocks the technician's availability on the booking calendar.
Can I assign specific services to specific technicians?
Absolutely. In each staff member's profile, you select which services they are qualified to perform. Only assigned services appear when clients book online with that technician, ensuring accurate scheduling and proper skill matching.
How does the employee app work?
The Tilavon employee app gives each staff member a personal login to view their schedule, check earnings and tips, request time off, and receive shift notifications. It works on any smartphone browser so there is nothing to install.