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Team and permissions

Give each teammate their own login and access that matches their work. Every plan includes the full team model and non-artist staff. You can prepare your team before subscribing; plans differ only by active artist capacity.

Choose the right access

Start with what each person actually does. Someone helping with enquiries needs different access from the person looking after billing. Owner, Admin, Assistant, Artist and Viewer roles are available on every plan. Your own permissions determine which roles you can invite and manage.

Artist capacity works like this:

• Solo: one active artist.
• Small Studio: up to five active artists.
• Studio: up to ten active artists at one location.

Non-artist owners, admins, assistants and viewers do not use artist places. An owner who tattoos, an active guest or an apprentice profile does. Hidden profiles still count. Artist profiles and team logins are separate: inviting someone does not create an artist profile.

Studio roles work like this:

• Owner: full access, including billing, payments, business settings, team management, and operations.
• Admin: broad studio operations access, including team management, without ownership transfer.
• Assistant: day-to-day operational access for bookings, services, studio profile, and calendars, without billing or payment control.
• Artist: access to their profile, availability, and assigned work.
• Viewer: read-only non-client studio information, without access to client enquiries, private enquiry activity or payment records.

Use individual logins for each person. Avoid shared accounts.

Help teammates find their role

Agree who replies to clients, who manages the calendar and who handles payments. Then choose access that matches those responsibilities.

• Billing and business settings stay protected.
• Artists and assistants can work quickly without excess access.
• Role changes are traceable to specific users.
• You can remove one person's access without changing another person's login.

Review roles whenever someone's responsibilities change.

Manage team access

1. Open Settings → Team access with team-management access.
2. Check the roles your own permissions let you invite. Every plan includes the same team roles.
3. Select Invite team member in the page header, then enter their email and choose a role.
4. Choose the role deliberately:
   • Admin for trusted studio leads.
   • Assistant for behind-the-scenes operational help.
   • Artist for people managing their own work.
   • Viewer for read-only visibility.
5. Send the invitation and check the Invitations tab for its status. Accepted invitations appear under Members.
6. If needed, use the actions beside a pending invitation to resend or revoke it.
7. Review member roles and remove people who no longer need access. Available actions depend on your own role.
8. Review team access regularly and remove leavers promptly.

If the invited email already has an InkWell account, they receive a sign-in link. If not, they receive an invite flow to set access up.

Check everyone can work

• Team list shows the expected role for each person.
• Assistant users can help with bookings, services, and calendars without billing or payment access.
• Artist users can manage their profile, availability, and assigned work.
• Viewer users cannot open client enquiries, private enquiry activity or payment records.
• Owner access remains the highest-permission account in the studio.

Related guides: Account setup, Studio profile, and Managing bookings.

Artist profiles and logins

Open Settings → Artists to manage the people who tattoo at your studio. Select Add artist in the header, enter a name and optionally link an existing studio member. A profile can operate without a login. New profiles start private with bookings closed; creating one does not send an invitation. Select an artist in the list to edit their details, portfolio and booking preferences.

Use Team access to invite a person to sign in and choose their permissions. Inviting someone with an Artist role does not create their bookable profile. Once they have joined, select their login when adding their artist profile in Artists. Owners, admins and assistants can manage the roster; an artist account retains its own Artist profile settings.

Keep access tidy

Review the team when someone joins, leaves or takes on a new responsibility. Individual logins mean you can change one person's access without disrupting everyone else.

Choose the smallest artist-capacity plan that covers the people who tattoo at your studio. Do not buy a larger plan just to invite non-artist staff. An Artist or Assistant role may be enough for someone who doesn't handle billing; Viewer is for reading non-client studio information, not making changes.

Archive inactive artist profiles in Settings → Artists to preserve their history and free capacity. Removing a team login does not archive its artist profile. Reactivating an artist leaves public visibility and bookings closed until reviewed.

Keep the owner login with the person responsible for the business. Give teammates their own accounts rather than sharing it.

See Client privacy and artwork for reference previews, portfolio publication and handling private client details.