Staff vs. resource

Mountify has two things that sound identical but aren’t: a person with a login (who signs in to the admin) and a resource (something a customer picks and books). They live on different screens, are created separately, are linked by no field at all — and, most importantly, one is free and the other is paid for. Read this before you add a new person to the salon, because most support questions start right here.

The money rule in one sentence: users (logins) are free and unlimited. Active resources that can be booked count against your plan’s cap — “bookable spots”.

1. The two things side by side

	Person with a login (member)	Resource
What it is	An account that signs in to the admin	A column on the schedule the customer picks
Where it’s created	Workspace settings → Users & Permissions → Invite people	Catalog → Team & resources → Add …
How it’s created	An email invitation; the person sets their own password	You create it directly, with a name and a photo
Has an email and password	yes	no
Visible to the customer	no	yes (unless hidden)
Has a schedule and working hours	no	yes
Costs money	no	yes — it takes a “bookable spot”
Scope	the whole workspace (every board)	one board

2. A resource isn’t necessarily a person

Under Catalog → Team & resources the resource kinds fall into four categories and only one of them is “people”. A resource can be:

• a specialist — Ivan, Maria;
• a place — chair 1, room 2, court 3;
• equipment — a laser, a tanning bed, a pair of skates (with a stock count);
• something else.

Which is why it makes sense that a resource has no login: a chair has no email address.

3. The four combinations you’ll meet

Who	Login?	Resource?	How to set it up
You, the owner, who also works with clients	yes	yes	Owner + a separate resource with your name
A stylist who runs their own calendar	yes	yes	An invitation + a resource. Two separate actions.
A stylist who doesn’t use a computer	no	yes	Just a resource. Don’t send them an invitation.
A manager / receptionist	yes	no	Just an invitation. Don’t give them a resource — it eats a spot from your plan.
A chair, a room, a machine	no	yes	Just a resource

The most expensive mistake: creating a resource for somebody who only administers. The resource counts against the cap even if nobody ever books it — as long as it is active and some service can run through it.

4. The two are not linked

There is no “this resource is this user” field. The consequences:

• If you deactivate a person under Members, the resource carrying their name stays active and customers keep booking it.
• If you archive the resource, the person keeps signing in to the admin.
• A member does not see “only their own calendar” — seeing the schedule means seeing every resource’s schedule.
• The resource has its own name, photo and public profile, independent of the name on the account.

When someone leaves the salon, you usually need both actions:

1. Workspace settings → Users & Permissions → Members → ⋯ → Deactivate.
2. Catalog → Team & resources → → the resource → the Visibility section → Archive.

Details in Change or remove access and Hiding & archiving resources.

5. What exactly a “bookable spot” is

Your plan grants a certain number of bookable spots. One spot = one active resource that can fulfil at least one active service. The counting works like this:

• across the whole workspace, not per board — two salons in one workspace share one cap;
• only active resources. An inactive or archived resource doesn’t count;
• by stock count, if the kind is equipment with a quantity — a resource “skates, stock 4” takes 4 spots;
• each resource is counted once, even if it can fulfil ten different services.

Users play no part in this arithmetic whatsoever.

Where to check:

• Catalog → Team & resources → — at the top there’s a “4 / 15 spots” chip. Hover it: “4 of 15 bookable spots are active on your plan.”
• Workspace settings → Subscription & billing → the Your limits panel → the Bookable spots and Locations rows. With add-ons it reads “15 + 3 extra”.

6. When you hit the cap

Try to activate one more resource and the Active · available for booking switch won’t move; you’ll see:

• on the resources page — “You’ve reached your plan’s bookable-spots limit. Deactivate another resource or upgrade your plan to activate this one.”;
• when saving a new resource — “Bookable-spots limit reached” with the line “The resource was created inactive because your plan is at its bookable-spots limit. Upgrade your plan to activate it.”

The resource is created — it just stays inactive, meaning invisible to customers.

Two ways out: deactivate a resource you don’t use, or buy the Extra bookable spot add-on. See Does adding a teammate cost extra? and Add spots & locations.

7. The three switches on every resource

In the resource editor, the Visibility section:

Switch	What it does	Counts against the cap
Active · available for booking	Off = the resource exists but isn’t offered in public booking	no
Hidden from customers	Customers don’t see it, but admins and the schedule use it normally	yes (if active)
Archive	Accepts no new bookings; history and reports still see it	no

Common questions

Does every stylist need a login? No. A resource works fine without an account. Give logins only to people who will genuinely sign in.

If I give a stylist a login, will they see only their own bookings? No. No such role exists. Anyone who sees the schedule sees the whole schedule.

Do I pay for someone who only signs in to look? No. Users are free.

Two chairs — one resource with stock 2, or two resources? Both work, and both count the same: a resource “chair, stock 2” takes 2 spots, just like two separate resources. See Equipment stock & parallel capacity.

If I change a user’s name, does the name on the schedule change? No. The name on the schedule is the resource’s name and is edited under Catalog → Team & resources.

Can one resource live on two boards? No. A resource belongs to one board. With two boards you create the resource on each — and each one counts separately against the cap.

Troubleshooting

Symptom	Cause	Fix
I deactivated a colleague but customers still book them	Access and the resource are two different things	Archive their resource under Catalog → Team & resources
I archived the resource but the person still signs in	The same thing, the other way round	Deactivate them under Members
The chip shows more spots than I have stylists	Equipment stock is summed; one resource with stock 4 is 4 spots	Open the resources and check the Stock field
A new stylist doesn’t show on the public page	The resource was created inactive because of the cap, or it’s Hidden from customers	Check the Visibility section and the spots chip
I gave reception a login and my cap filled up	A resource was created for them as well	Deactivate that resource — the login stays

What’s next

• Does adding a teammate cost extra? — the whole arithmetic, briefly.
• Your plan’s bookable-spots limit — exactly how it’s counted.
• How to add a resource — step by step.
• A staff member’s schedule — working hours and time off for one resource.