Getting started

Get started with Staff Booking & Services Portal

Coco Staff Portal gives each person on your team their own page to keep their weekly hours and days away, the services they offer (and their prices, when you allow it) and their profile. What they save is what your calendars and your website show, so you stop retyping it. A basic team widget for your website comes with it, for up to 5 team members. It is the free home of the whole family: every other app you install opens as a tab on the Portal page. In the app it is called Coco Staff Portal.

1. Install and open the app

Install Coco Staff Portal, then open Staff Booking & Services Portal from the menu of your CRM. Each app of the family you install afterwards opens as a tab on this page.

Inside, the menu includes Home, Build your portal, Settings, Widgets, Workflows, What’s installed, Activity log and Get help.

Price: Free: no plan, no trial and no card to enter.

Have this ready: your team members as users of your CRM, and your services on your service calendars. The portal reads both; it does not ask you to type them again.

2. Build your portal

Build your portal is where you choose what your team sees. Each card is one decision:

The pages of the portal — Profile, Hours, Services, Region, Reviews, Contract. Switch on the ones you use.
Staff invoices and insurance receipts — not part of the free Portal. They are two paid apps of the family, Contractor Invoices & Staff Payouts and Insurance Receipts & Superbills. Once installed, each one opens as its own tab on this page, with its settings.
Contract — pick the document template your team signs; the portal shows each person the signed date and the renewal date. Sending the contract to a new hire is done by Coco Staff Onboarding.
Who gets what — one row for everyone, then one row per person: portal access, plus invoices and receipts when those apps are installed. A switch that is off for everyone is off for each person too. Someone who left the team loses access at once.

Home shows a Get started card with every check on your account, each with a button to the setting that fixes it.

3. How your team opens their portal

Inside your CRM: each team member opens the app from the side menu and is signed in as themselves.
From a link: the app saves your portal address as a value and a trigger link, so your own messages can send people to their portal.

Each person sees and changes only their own record. They cannot change their status, another person’s details or your prices list.

4. What a team member does there

Profile — photo, a few lines about them, the languages they work in.
Hours — their weekly hours. Saving updates their availability on your calendars.
Services — which of your services they offer, and their prices when you allow it.
Region — for in-home businesses: how far they travel. Their home address is never shown to clients.
Reviews — the reviews that name them.
Contract — when you turned it on.
Invoices and receipts — only with the paid apps named above.

5. Widgets for your website

Open Widgets to copy the link or the iframe of each one, or add it from your CRM’s website builder (Add element ▸ Widgets). Inside the builder the widget links itself to your account; nobody types an account number.

Team grid — up to 5 team members, updated when someone saves their profile, then a See the full team link to your booking page. To show your whole team, install Staff Team Page Widget.
Staff page and Staff card — one person: photo, about, languages, their stars.
Reviews — the reviews of one person.
Staff portal and Hours & availability — for a private page your team opens; each person signs in before anything is shown.

6. Workflows

Coco Staff Portal has no workflow trigger of its own. With Coco Staff Onboarding installed, its trigger also starts on what happens in the portal: hours saved, details updated, invoice ready, invoice sent, receipt sent, cancellation reason noted. The invoice and receipt moments happen only with the paid invoice and receipt apps.

What’s installed, and uninstalling

What’s installed lists every item the app created in your account, whether it is there, and what uninstalling does to it. If something is missing, press Repair my install.

Created at install: the team-member record and its portal fields (hours, services offered, prices, lengths, home postal code, bonuses, contract dates); ten contact fields for staff tax and payout details (Coco · staff · 01–04, Coco · payout · 02–07); the value Coco · staff · 02 portal url; the trigger link Coco · staff · 02 portal; a media folder for photos, documents and PDFs.

Uninstalling removes the portal address value and the portal trigger link.

Kept: the contact fields (they hold your data, including the hours field the Hours page fills), your contacts, users, calendars and appointments, and the files already in your media library. The fields on your team members’ records stay while another ClaudiaFix app is installed; when the last one leaves, they are removed after a backup copy is saved, and installing again puts them back.

Before you uninstall, choose: Save my data (a copy you can put back if you install again) or Delete our data (removes what only this app created; a copy is saved first). Then uninstall the app from your CRM’s app marketplace (Installed apps).

Help

Write to support@claudiafix.ai — we reply within 24 h. Support is by e-mail only.

You can also open Get help at the bottom of the app’s menu and write what went wrong. Your account, the app and the page you were on come with your message.