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Settings: My Staff
Manage your entire team inside BizStackPro from one place—add staff, assign permissions, customize call routing (IVR), configure availability, manage notifications, and set up calendar integrations.
Keeping Team Access, Scheduling, and Communication Organized
As teams grow, managing user access, call routing, calendars, availability, and notifications becomes more difficult without a centralized system for staff configuration.
The My Staff area in BizStackPro allows administrators to manage team members, assign permissions, configure communication settings, control availability, and connect user calendars and integrations.
Poor staff configuration can lead to missed calls, scheduling conflicts, excessive permissions, notification overload, or confusion around which users can access specific tools and data.
This guide explains how to manage staff accounts, configure permissions and roles, set up call and voicemail behavior, control availability, manage calendars, and customize notifications for your team.
Before configuring individual user settings, it helps to understand how team management is structured inside the My Staff area.
Team Management Overview
The My Staff area is where admins manage users and team-related settings. It includes tools for creating staff accounts, updating user info, assigning roles and permissions, and configuring call, calendar, and notification settings.
Path: Settings → My Staff → Team Management
- Add Employee: Create a new staff record
- Edit/Delete Staff: Update settings or remove a team member
- Search & filter: Find users quickly (often by role)
User Info
Update a staff member’s basic profile details such as name, email, phone number, and password. Depending on your setup, you may also manage user-level items like email signature and default calendar selection.
Tip: If a staff member can’t log in, verify their email and reset their password from this section.
User Permissions & Roles
Permissions and roles control what a staff member can see and do inside the platform.
- User Permissions: Toggle access to tools, features, and sensitive data
- User Roles: Assign User vs. Admin based on responsibilities
Best practice: Grant the minimum access required. This keeps settings cleaner and reduces accidental changes.
Call & Voicemail Settings
Configure how inbound calls route to each staff member and how voicemail behaves.
- Dedicated inbound numbers: Assign a phone number to the user
- Timeout settings: Control how long the system rings before another outcome (forwarding/voicemail)
- Forwarding: Route calls to the web app, mobile app, or an external phone number
IVR Routing: Choose the Default Channel
If you use an IVR (Interactive Voice Response) menu, you can control where IVR-routed calls are delivered for each staff member.
Where to configure: Settings → My Staff → Edit Staff → Call & Voicemail Settings
Default channel options
- Web App: Route IVR calls to the desktop/browser app
- Mobile App: Deliver IVR calls to the BizStackPro mobile app
- Phone Number: Forward IVR calls to the user’s external number
Example: If a rep is mostly on the go, set their IVR channel to Mobile App or Phone Number so they don’t miss high-intent calls.
User Availability
Define each staff member’s working hours, meeting location preferences (for example, Zoom), and availability windows used by calendars. This is especially helpful for shared booking duties or teams working across multiple time zones.
User Calendar Configuration
If the staff member has Google or Outlook connected, review their calendar configuration here. Correct calendar selection and sync settings help prevent missed bookings and double scheduling.
If a calendar isn’t showing: Confirm the integration is connected and the correct calendar is selected as the user’s primary calendar.
Managing User Notifications
Notifications can be customized per user so they receive the right alerts without overload.
- In-app notifications
- Email notifications
- SMS notifications
Tip: Start with essentials (assigned conversations/tasks + booking alerts), then add more only if needed.
Pro Tips
- Use IVR default channel routing so staff don’t miss calls.
- Set availability carefully to maximize booking efficiency.
- Sort/filter staff by role to manage permissions faster.
- Keep notifications focused to prevent unnecessary distractions.
- Adjust call timeout settings so calls route correctly before carrier voicemail picks up.
Manage your team with confidence
Centralize permissions, call routing, availability, calendars, and notifications—so your team can respond faster and stay aligned.
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Frequently Asked Questions
How do I add a new team member?
Go to Settings > My Staff > Team Management and click Add Employee. Fill in the details and save the new user.
Can I adjust user permissions and roles?
Yes. Admins can toggle permissions on or off and switch a user’s role between user and admin from the Permissions and Roles sections.
How do I configure Call & Voicemail settings?
In Call & Voicemail Settings, assign a dedicated phone number, adjust timeout settings, and configure IVR routing to web app, mobile app, or phone number.
Can I manage notifications for team members?
Yes. You can customize in-app, email, and SMS notifications individually for each team member.
What if a team member cannot access their calendar?
Confirm that Google or Outlook calendars are correctly integrated in the User Calendar Configuration section under Settings > My Staff.
Build a smoother team workflow
With clean roles, correct routing, and solid availability rules, your staff can answer calls faster, book correctly, and stay focused.
Better routing. Cleaner permissions. Less chaos.
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