🔐 Login access is limited by the number of Seats in your Auxo subscription
You can add as many staff members as you need, but only staff with roles that allow login access — Workshop Owner, Workshop Admin, or Limited Access — count toward your seat limit.
👉 To add more seats, go to Settings > Workshop Subscription and click Manage Subscription.
📘 Learn more about roles and permissions in User Security / Roles & Permissions
➕ Add a New Staff Member
On the left hand Side-Menu select Settings → Staff to open the Staff List
Click the New Staff button
This will open the following Add Staff screen
Fill in the following required fields:
First Name *
Last Name *
Role *
See the User Security / Roles & Permissions article for more detail on Roles
Email Address *
Only required if the selected role allows login access — i.e. Workshop Owner, Workshop Admin, or Limited Access)
Note: We block the use of email addresses containing a "+" symbol or using the "@passmail.net" domain for security reasons.
Contact Number (optional)
Contact Number and Email Address are optional fields
Can be allocated to jobs: Enable this toggle if the staff member is a technician. This enables technician features such as work hours and labour cost, shows the staff member in the Diary / Calendar, and allows jobs to be allocated to them.
When you’re done, click Create.
When a staff member is added with a role that allows login access, Auxo Workshop automatically sends an invite email to the email address provided. This email contains a link for the staff member to set their password and log in.
📧 Didn’t receive the invite email?
Invite emails can’t be resent.
If the staff member didn’t receive their invite email but the email address is correct, they should:
Go to the Auxo Workshop login page
Select Reset password
Enter their email address
Use the emailed link to set a password and log in
📝Note - Tenant Limits: A login email address can only be linked to 9 Auxo Workshop accounts maximum. If you own multiple businesses running Auxo Workshop or are an accountant sharing access to multiple clients using Auxo Workshop you may need to use alternate email addresses once you've reached this limit.
✏️ Edit Existing Staff
Update staff details or manage technician settings
To edit a staff member:
Open the Staff List
Use the Search field at the top to find the staff member
Click the staff member’s name (it's a hyperlink) to view their profile
On the profile page, you can:
Toggle Can be allocated to jobs
→ This will show the staff member in the Diary with their working hours and allow job allocation
Click the ellipsis (⋯) button in the top-right corner of the name box to access:
Edit Staff Details – opens the full edit screen
Make Inactive – disables login access and sets their role to No Access
📝 Note: Making a staff member inactive automatically removes their ability to log in.
🛠 Edit Staff Details
What you can change in the full edit screen
In the Edit Staff Details screen, you can update:
First Name
Last Name
Contact Number
Role
Can be allocated to jobs toggle
The Email Address is shown but becomes read-only once added. This is because Auxo’s authentication system treats email addresses as unique.
📝 Important: If you need to change a staff member’s email address:
Make the current staff member inactive
Create a new staff profile with the updated email
Rename the old staff member and untoggle Can be allocated to jobs to avoid confusion
Reallocate any existing bookings from the old profile to the new one
Click Save or Cancel when you're done editing.
⚙️ Setting Up Additional Details for Technicians
Once a staff member has the Can be allocated to jobs toggle enabled, you’ll unlock additional technician-specific settings as shown below:
📅 Technician Start Date
The Technician Start Date and optional End Date determine the first and last dates the technician will be available to allocate jobs to.
These dates affect scheduling and reporting features in Auxo Workshop.
The technician will only appear in the Diary between these dates.
This also impacts capacity tracking in the Diary.
💰 Labour Hourly Cost
This hourly cost should reflect the actual cost to your business for each hour of a technician’s time (not the rate charged to customers).
Auxo Workshop uses this cost to calculate profitability and margins.
Accurate cost data is essential for the Job Margin features to function correctly.
💡Hot Tip - Niki from Herbert Morton Accountants has offered the following advice for calculating an appropriate labour cost: “a good, simple method to approximate a meaningful cost is to take your average hourly wage for your technicians and add 20%”. The 20% takes into account the additional costs of staffing such annual leave etc."
📅 Working Hours
In this section, you can select the days this technician works and set their start and end times for each day.
This helps Auxo Workshop understand each technician’s availability.
Their working hours are reflected in the Diary and affect your availability for online bookings.
🏖️ Leave
In this section, you can record any leave or events that make the technician unavailable at certain times or days in advance. This information will be reflected in their availability within Auxo for jobs and bookings.
Creating a New Leave Entry:
Click the New Leave button, and the following form will display
On the New Leave form, enter a reason for the leave.
Use the All day toggle to specify if it is an all-day absence (otherwise, a part-day absence is inferred).
Enter the start and end dates for the leave.
If it is a part-day absence, specify the start and end times.
Setting Up Recurring Events:
Click the button labeled Don’t Repeat to change this to repeat daily, weekly, or monthly.
This is useful for entering regular events that impact the technician’s availability, such as lunch breaks or staff meetings.