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Inviting Artists to Your Shop

Inviting Artists to Your Shop

Add team members to your shop and get them set up on Apprentice.



Overview


Building your team on Apprentice is simple. As a shop owner or admin, you can invite artists to join your shop with just their email address. Once invited, artists receive an onboarding link to create their profile, set up their calendar, and start accepting bookings. This guide walks you through the invitation process and helps ensure your team gets started smoothly.


Before You Invite


Make sure you have:

  • Shop admin or owner permissions
  • Artist's email address (the one they'll use for their Apprentice account)
  • Information about the role you're assigning them
  • Enough artist slots in your subscription plan


Note: Check your plan limits at Shop Settings → Subscription. If you've reached your artist limit, you'll need to upgrade or purchase additional slots.


Step-by-Step Guide


Step 1: Navigate to Team Management


  1. Log in to your shop dashboard
  2. Click Shop Settings in the navigation menu
  3. Select Team or Team Management
  4. You'll see a list of current team members


Step 2: Click "Invite Artist"


  1. Click the Invite Artist or Add Team Member button
  2. The invitation form will open


Step 3: Enter Artist Information


Email Address (Required):

  • Enter the artist's email address
  • This will be their login email for Apprentice
  • Make sure it's spelled correctly - invitations go here


Role (Required):

  • Artist: Standard team member with access to bookings, clients, and their own calendar
  • Shop Admin: Can manage shop settings, invite/remove team members, and access shop-wide analytics


Personal Message (Optional):

  • Add a welcome message for the artist
  • Example: "Welcome to the team! Excited to have you on Apprentice."
  • This appears in their invitation email


Step 4: Set Initial Permissions (Optional)


Depending on your setup, you may be able to configure:

  • Calendar access (view other artists' schedules)
  • Client access (view shop-wide clients or only their own)
  • Reception board access (manage walk-ins and front desk)


Note: You can adjust these later in Team Management


Step 5: Send the Invitation


  1. Review the information you entered
  2. Click Send Invitation
  3. A confirmation message appears
  4. The artist is added to your team list with a "Pending" status


Step 6: Artist Receives Invitation


The artist receives an email with:

  • Welcome message from your shop
  • Link to accept the invitation
  • Brief overview of Apprentice features
  • Instructions for creating their account


Important: The invitation link is valid for 7 days. If it expires, you'll need to resend it.


Step 7: Artist Completes Onboarding


After clicking the invitation link, the artist:

  1. Creates their Apprentice account (or logs in if they already have one)
  2. Sets up their artist profile
  3. Configures their availability and calendar
  4. Adds portfolio images (optional)
  5. Sets their pricing and booking preferences


Pro Tip: Have a team meeting or call to walk new artists through the onboarding process together.


Step 8: Verify Artist Setup


Once the artist accepts:

  1. Their status changes from "Pending" to "Active"
  2. They appear in your team roster
  3. They can access the shop dashboard
  4. They can start accepting bookings


Check their setup:

  1. Verify they've completed their profile
  2. Confirm they've set their availability
  3. Ensure they've added at least one portfolio image
  4. Test that they can receive booking notifications



Managing Invitations


Resend an Invitation


If an artist didn't receive the email or the link expired:


  1. Go to Shop Settings → Team
  2. Find the artist with "Pending" status
  3. Click the ⋮ menu icon
  4. Select Resend Invitation
  5. A new invitation email is sent


Cancel an Invitation


If you need to cancel an invitation before it's accepted:


  1. Go to Shop Settings → Team
  2. Find the artist with "Pending" status
  3. Click the ⋮ menu icon
  4. Select Cancel Invitation
  5. Confirm the cancellation
  6. The invitation is revoked and cannot be accepted



Bulk Invitations


If you're inviting multiple artists at once:


  • Invite each artist individually with personalized messages
  • Allows you to set specific roles and permissions per person


Option 2: Bulk Import (Available on Professional/Enterprise plans)

  1. Go to Shop Settings → Team
  2. Click Import Team Members
  3. Download the CSV template
  4. Fill in artist information (name, email, role)
  5. Upload the completed CSV
  6. Review and confirm the invitations
  7. All artists receive invitations at once


Pro Tip: For bulk imports, send a heads-up message to your team so they know to check their email.



Artist Roles Explained


Artist Role

Can Do:

  • Manage their own bookings and appointments
  • Access their client list
  • Use AI design tools
  • Chat with clients
  • Update their artist profile and portfolio
  • View their own calendar
  • Accept/decline booking requests
  • Manage their own availability


Cannot Do:

  • Change shop settings
  • Invite or remove team members
  • View shop-wide analytics
  • Manage subscription or billing
  • Access other artists' private information


Shop Admin Role

Everything an Artist can do, plus:

  • Manage shop settings (hours, branding, policies)
  • Invite and remove team members
  • View shop-wide analytics and reports
  • Manage subscription and billing
  • Configure consent templates and shop-wide settings
  • Access the reception board
  • Reassign clients between artists
  • Override booking settings


Important: Only assign Shop Admin to trusted team members. They have full access to shop management.



Tips


  • Communicate First: Let artists know you're sending an invitation so they're watching for it
  • Check Spam: Remind artists to check spam folders if they don't see the email within 5 minutes
  • Set Expectations: Tell artists what information they need to complete onboarding (bio, portfolio, availability)
  • Schedule Onboarding: Set aside 30-60 minutes to help new artists get set up
  • Start with Artist Role: Assign Shop Admin role only after artists have proven themselves
  • Monitor Acceptance: Check back daily to see who has accepted and follow up with those who haven't



Common Issues


  • Issue: Artist says they didn't receive the invitation → Solution: Check that the email address is correct. Have them check spam/promotions folders. Resend the invitation if needed.
  • Issue: Invitation link doesn't work → Solution: The link may have expired (7-day limit). Resend a new invitation from Team Management.
  • Issue: Artist already has an Apprentice account → Solution: No problem! They can use their existing account. The invitation will link their account to your shop.
  • Issue: Can't invite more artists - limit reached → Solution: Upgrade your subscription plan or purchase additional artist slots at $20/month each.
  • Issue: Artist accepted but doesn't appear in team → Solution: Refresh the page. If they still don't appear, check that they completed all onboarding steps.
  • Issue: Wrong email address entered → Solution: Cancel the pending invitation and send a new one with the correct email.



After They Join


Once your artist has accepted and completed onboarding:


  1. Welcome them properly: Send a welcome message through Apprentice chat
  2. Assign initial tasks: Have them complete their profile, add portfolio images, and set availability
  3. Grant access: Ensure they have access to necessary features (reception board, shop calendar, etc.)
  4. Train them: Walk through key features like booking management, AI tools, and client chat
  5. Monitor activity: Check that they're successfully managing bookings in their first week


Updated on: 19/01/2026

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