Staff locations and assignments control which clinics a team member belongs to, and whether they appear as a bookable calendar resource at each clinic. Use this when a vet, nurse, receptionist, or manager works across more than one site, joins a new branch, or should be hidden from a location's diary without removing their wider staff record.
💡 In short: Go to company-level Admin Settings → Team Assignments, choose a store, assign staff to that location, then use Show in Calendar to decide whether each person appears in that store's calendar and rota resource lists.
Before You Begin
📍 Permissions required: You need company-level access to update employee store assignments. If Team Assignments is disabled or missing, ask an administrator to review your access in Roles and permissions.
Use this page for location membership and calendar visibility only. Keep nearby team setup in its own page so each setting stays easy to reason about:
Area | Use it for | Do not use it for |
Staff locations and assignments | Adding active staff to a clinic, removing them from a clinic, and deciding whether they show in that clinic's calendar. | Creating staff profiles, changing login details, granting permissions, or deciding appointment-type eligibility. |
Staff profiles | Names, email addresses, phone numbers, visible job role labels, vet registration numbers, avatars, signatures, password resets, and archive status. | Managing which clinics someone belongs to after their profile exists. |
Qualifications and certifications | Which appointment types each staff member can cover. | Adding someone to a clinic or showing them in the diary. |
Roles and permissions | What staff can view, create, update, approve, and administer in Lupa. | Clinic membership or calendar visibility. |
Rota | Working hours, shifts, unavailability, and online booking capacity. | Adding someone to the clinic team in the first place. |
⚠️ Assign first, schedule second. A staff member needs to be assigned to the location before they are useful in that location's team setup. Their rota and qualifications are configured separately.
What Location Assignments Affect
Setting | What it changes | What it does not change |
Store assignment | The staff member belongs to that clinic/location and can appear in location-specific staff lists. | It does not create a rota shift, grant permissions, or change their staff profile details. |
Show in Calendar on | The staff member can appear as a calendar and rota resource for that location. | It does not mean they are available at every time. Availability still comes from the rota and calendar blocks. |
Show in Calendar off | The staff member remains assigned to the location but is hidden from the main calendar resource list for that store. | It does not archive the staff member or remove them from the clinic team. |
Remove Assignment | The staff member is removed from that specific location. | It does not delete their staff profile or historical activity. |
Manage Staff Locations
Open Team Assignments
Open company-level Admin Settings.
In the Staff section, click Team Assignments.
Review the Stores list on the left.
Select the store you want to manage.
After you select a store, the right-hand panel changes to Employees for the selected store and shows the assignment controls for that location.
Add Staff to a Store
Select the store in the Stores list.
Open Select employees.
Tick the staff member you want to add. You can tick more than one person if you are setting up several staff at the same time.
Click Select to close the picker.
Click Assign to Store. When staff are assigned to a store, Lupa adds them to that location and sets Show in Calendar on by default. Archived staff are not offered in the selector, and staff who are already assigned to the selected store are filtered out.
💡 If the selector says All employees have already been assigned to this store, every active staff profile available to that company location is already assigned there.
Control Calendar Visibility
Use Show in Calendar when someone belongs to a clinic but should not appear as a normal diary resource there.
Scenario | Recommended setting | Why |
A vet consults at this clinic and needs diary columns or rota shifts. | Show in Calendar on | Reception and managers can see and schedule the person in the location's calendar context. |
A manager needs clinic access but is not bookable for appointments. | Show in Calendar off | They remain part of the location without cluttering clinical calendar views. |
A nurse is helping temporarily at another branch. | Show in Calendar on for the cover location, then review after the cover period. | The team can rota them while cover is active, then keep the location setup tidy afterwards. |
A staff member has left the clinic but remains employed elsewhere in the group. | Remove the assignment for this store only. | Their profile stays active for other locations, but this clinic no longer lists them. |
To update one staff member, toggle the switch in their row. To update several people at once, tick their rows and use Add to Calendar or Remove from Calendar in the action bar.
Remove Staff from a Store
Select the store in Team Assignments.
Find the staff member in the store's assignment table.
Click the delete icon in their row, or select multiple rows and click Remove Assignments.
Confirm the removal when Lupa asks. Removing an assignment removes that person from the selected store only. It does not archive their staff profile, remove them from other stores, change their role, or delete historical appointments, invoices, notes, or audit history.
⚠️ Check the rota and future bookings before removing someone from a store. Location assignment is separate from rota and appointment history, so review any upcoming clinic cover before you remove the assignment.
Bulk Updates
Bulk actions appear after you select one or more rows in a store's assignment table.
Bulk action | Use it when | Result |
Add to Calendar | Several assigned staff should appear in the selected store's calendar. | Turns Show in Calendar on for the selected staff at that store. |
Remove from Calendar | Several assigned staff should remain attached to the store but not appear as diary resources. | Turns Show in Calendar off for the selected staff at that store. |
Remove Assignments | Several staff should no longer belong to the selected store. | Removes the selected staff from that store. |
Lupa asks you to confirm bulk changes before applying them. After the update, the Team Assignments data refreshes so the table reflects the current location setup.
Tips
✅ Best practices for multi-site teams:
Add a staff profile before assigning the person to locations.
Assign new starters to every clinic they genuinely work in before building their rota.
Keep Show in Calendar on for clinical staff who need diary columns or rota shifts.
Turn Show in Calendar off for administrators, managers, or support staff who need clinic access but should not appear as bookable resources.
Review location assignments when staff transfer branches, start temporary cover, or return from archive.
Remove a store assignment only after checking whether the person still has future cover at that clinic.
Troubleshooting
Problem | What to do |
I cannot see Team Assignments | You may not have permission to update employee store assignments. Ask an administrator to review your access in Roles and permissions. |
The staff member is missing from Select employees | Check that they have an active staff profile. Archived staff are not offered, and staff already assigned to the selected store are hidden from the selector. |
The store says all employees are assigned | There are no remaining active staff profiles available to add to that store. Review the existing rows, or create the missing staff profile first. |
The staff member is assigned but not visible in the calendar | Check that Show in Calendar is on for that store. Then check rota setup, because calendar visibility and working hours are separate. |
Turning Show in Calendar on did not create availability | Add or update the staff member's rota. Show in Calendar controls whether they can appear as a resource; rota controls when they are available. |
Removing an assignment did not archive the staff member | That is expected. Store assignment and staff profile status are separate. Archive the profile from Staff Profiles only if the person should no longer be active in Lupa. |
A restored staff member still cannot access a clinic | Restoring a staff profile does not automatically restore deleted store assignments. Add the staff member back to the correct store here. |
Frequently Asked Questions
Is assigning someone to a store the same as giving them permissions?
No. Store assignment controls clinic/location membership. Permissions control what the person can do once they have access.
Is Show in Calendar the same as the rota?
No. Show in Calendar decides whether the staff member appears as a calendar resource for that store. The rota decides when they are working, unavailable, or bookable.
Can a staff member belong to more than one location?
Yes. Assign them to each store where they work. Manage Show in Calendar separately for each store.
What happens when I remove a store assignment?
The staff member is removed from that location only. Their staff profile, other store assignments, and historical records remain in place.
Why can I not add an archived staff member to a store?
Archived staff are intentionally excluded from Team Assignments. Restore the profile first, then add the person to the locations they need.
Should non-clinical staff have Show in Calendar turned on?
Usually no. Keep it off when the person needs clinic access but should not appear as a diary or rota resource.