Professional form: field by field
Updated on Friday 22 May 2026
Exhaustive reference for every field in the team member / professional form.
Reference for every field in Team → New or Team → Edit (/admin/<slug>/team_members/new or /admin/<slug>/team_members/:id/edit).
Identity
| Field | Type | Required | Description |
|---|---|---|---|
| Photo | PNG/JPG/WEBP upload | No | Square image (200x200 minimum). Appears on the calendar, public page, and emails. |
| Display name | Text | Yes | How the person appears to customers. Example: “Maria B.” or “Maria Benitez”. |
| Role | Text | No | Specialty. Example: “Hair stylist”, “Colorist”. Appears under the name on the public page. |
| Bio | Textarea | No | 2-3 sentences shown when a customer taps the professional’s name on the public page. |
| Identifier color | 12-color selector | No | The color that represents the professional on the calendar and in blocked times. |
Available color palette
1. Red (#ef4444) 5. Lime (#84cc16) 9. Magenta (#d946ef)
2. Orange (#f97316) 6. Green (#22c55e) 10. Pink (#ec4899)
3. Amber (#f59e0b) 7. Cyan (#06b6d4) 11. Slate (#64748b)
4. Yellow (#eab308) 8. Blue (#3b82f6) 12. Stone (#78716c)
If a color is already used by another professional, a dot appears next to the color name, but you can still use it.
Contact and access
| Field | Type | Required | Description |
|---|---|---|---|
| No | Fill this in if you want this person to log in to Citauno. If you leave it empty, it stays as a “manual record” with no access. | ||
| Phone | Phone with country code | No | Internal only. Does not appear on the public page. |
The email field is locked (read-only, gray background) if the person already has a linked account or a pending invitation. To change it, first remove the access from Accounts and access.
Access and invitations (dynamic section)
This section changes depending on the state:
| State | What you see |
|---|---|
| No email entered | “This person does not have access to Citauno” message. An “Invite to the team” button appears after you enter an email. |
| Email entered, not invited | “Send invitation” button + role selector. |
| Pending invitation | “Pending” badge + “Resend” and “Revoke” buttons. |
| Access accepted | “Active access” badge + assigned role + “Unlink access” button. |
Availability and services
| Field | Type | Required | Description |
|---|---|---|---|
| Location | Selector | Yes | The location where they work. If you have only one, it’s preselected. |
| Bookable | Checkbox | No | If on, customers can book this professional from the public link. If off, bookings can only be created manually from the calendar. |
| Active | Checkbox | No | If off, the professional disappears from the calendar, listings, and new bookings. |
| Receive calendar invitations | Checkbox | No | If on, each new booking sends an .ics file by email to the professional so they can add it to Google Calendar / Apple Calendar. |
Services
Toggle between two modes:
| Mode | Behavior |
|---|---|
| All services (default) | The professional handles any service in the business. |
| Specific services | A grid with all services appears. You check the ones they handle. |
If the assigned location has no available services, a notice appears asking you to assign services to the location first.
Working hours
Toggle between:
| Mode | Behavior |
|---|---|
| Use the location’s hours | Inherits the hours configured for the location. If the location changes, so does this professional. |
| Custom hours | A weekly grid appears, just like the location’s. You enter different hours for this professional. |
If the professional works at several locations, a sub-section appears for each location with its own hours.
Blocked times (dynamic section)
Lists the next 5 scheduled blocked times for this professional, with:
- Date + time.
- Reason.
- “Edit” or “Delete” button.
If there are more than 5, a “View all” button appears that opens the Blocked times screen filtered by this professional.
A ”+ Add blocked time” button creates a new one from here without leaving the form.
Permissions by role
| Editor’s role | What they can modify |
|---|---|
| Owner | All fields. |
| Admin | All fields. |
| Member | Only their own record (display name, photo, bio, color) — they cannot change email, services, location, or role. |
Validations
| Validation | Error message |
|---|---|
| Display name required | “Enter the professional’s display name.” |
| Malformed email | “The email doesn’t look valid.” |
| Color already used by another professional | Warning (not an error): “This color is already in use by X.” |
| Services checked but none available at the location | “This location has no services. Assign services first.” |
Pre-filled on creation
| Field | Default |
|---|---|
| Photo | Empty (placeholder with initials) |
| Color | Next available color (not in use) |
| Location | First location (if there’s only one, it’s preselected) |
| Services | “All services” |
| Working hours | “Inherit from the location” |
| Bookable | Yes |
| Active | Yes |
| Receive calendar invitations | Yes |
Common errors
| Message | Cause |
|---|---|
| “This email already has a Citauno account in another business” | The person already belongs to another business — when you invite them, they are linked without creating a new account. |
| “The color is already in use” | Just a warning; you can ignore it. |
| “Can’t delete — has future bookings” | There are bookings assigned to this professional. Reassign or cancel them before deleting. |
| “This location can’t take more professionals” (on seats-based plans) | You’re at your plan’s limit — add a seat or remove another professional. |