Your first team member: a practical setup checklist

Adding a team member means coordinating two people's work. Before their first appointment, agree who handles bookings, what they can access and how you will check pay records. A clear setup prevents small misunderstandings from becoming recurring problems.

Start with the work you need covered

Look at the appointments you cannot currently take and the days when help would be useful. A busy Saturday does not necessarily justify a full week of additional hours. Plan a schedule around actual demand and leave time for training.

Write down the services the new person will provide, who supplies the materials and who answers client questions. Agree what happens when either of you is away.

Set up their calendar before day one

Add their working hours and bookable services. Check that appointment lengths suit the time they need, rather than automatically copying your own pace. Review breaks and preparation time.

Walk through a test booking together. Check that it goes to the intended person and that both of you know how to find, move and cancel it. Remove the test when you finish.

Give each person their own access

Use individual accounts instead of sharing the owner's login. In DaySync, roles distinguish team members, receptionists and administrators. Choose the role that fits the job, then check the actual screens and permissions together.

A receptionist may need to manage bookings across the team. Someone providing services needs access appropriate to their appointments. Give broader administrative access only when the work requires it. Review access when responsibilities change or someone leaves.

Agree pay terms in writing

A percentage, fixed payment or combination may suit your arrangement. Before the first pay period, specify:

• Which services or sales count toward commission
• How discounts, refunds and tips are treated
• The pay period and payment date
• Who checks corrections and resolves questions

For illustration, 40% of $1,000 in eligible service revenue is $400. This is a calculation example, not a recommended commission rate or a statement of total pay owed. Other contractual and legal requirements may apply.

Commission is a way of calculating pay, not a separate employment status. In the US, classification depends on the working relationship, including control and independence. IRS guidance explains the federal tax distinction; use the rules applicable where your business operates.

DaySync can help keep pay-period records organized. Those records do not replace your employment agreement, tax reporting or the payment itself.

Budget beyond the subscription

Include materials, training time and any employment-related costs that apply to your business. Allow for time you will spend supervising instead of taking your own appointments.

DaySync Free covers one team member. Pro costs $25 per month or $250 per year for the team, with no per-seat fee. A 14-day Pro trial requires no card; paid billing starts only if you choose to subscribe. See current plan details.

Make the first review simple

At the end of the first week, review the calendar, client questions and pay records together. Ask what took longer than expected and which responsibilities were unclear. Adjust the setup before repeating the same issues next week.