Add and manage your team

Add and manage your team

Give the people you work with their own sign-in, decide what they can reach, and keep the account secure.

The one big idea: a calendar is a bookable column that clients book. A login is a person's sign-in to your dashboard. They are separate things, and your plan limits each of them.

A person who takes bookings but never signs in needs a calendar only. A receptionist who runs the diary but is never booked needs a login only. Most people need both. Calendars are added under Calendar Availability, logins under Settings, then the Staff tab.

Before you start

• Sign in as an admin. Only admins can invite people, change roles, assign calendars, reset passwords and set the auto-logout timer. A team member's sidebar shows Account where yours shows Settings, and it opens an Account settings page with just Your profile (name, email, phone) and Password.
• Check how many logins your plan includes. This is a hard limit, and you count as one:

Plan	Team logins	Bookable calendars
Appointments Light	1	1
Appointments Plus	5	5
Appointments Pro	Unlimited	Unlimited

Once every login is used, the Add User button disappears and a notice on the Staff members card says how many team logins your plan allows, with a link to Settings, then Plan. On Appointments Light you are the one login, so there is nobody left to invite. That is your plan, not a fault. A two-chair shop where both people sign in needs Appointments Plus.

Step 1: Invite someone

1. Open Settings from the sidebar, then the Staff tab.
2. In the Staff members card, click Add User. An Invite user form opens.
3. Enter their Email.
4. Enter their Name. This is optional.
5. Choose a Role. It starts on Staff; the other choice is Admin.
6. For the Staff role, tick any calendars under Calendars they can manage (optional). All ticks every calendar and Clear unticks them. This box is not shown for an Admin, who reaches every calendar anyway.
7. Click Send invitation.

You will see Invitation sent to their address. They get an email with a sign-in link. Opening it takes them to Create your password, then straight into your dashboard.

Good to know: you do not choose a password for them. If that email address already has a ResNeo login, the form says they were added and may already have an account. No new email may arrive; they can sign in as usual, or use Forgot password? on the login page.

Only active calendars can be assigned. A calendar that is switched off is not in the list, and resource calendars never are. If you have no active bookable calendars yet, the form says Add an active bookable calendar under Calendar availability first: create one under Calendar Availability, Calendars tab, with Active (bookable) ticked.

Step 2: Choose the right role

	Admin	Staff
Bookings and the diary	Everything	Yes. With one assigned calendar, the diary and the bookings list open filtered to it
Client details in Contacts	Yes	Yes
Hours, breaks and closures under Calendar Availability	Any calendar	Only calendars assigned to them. Other calendars are view only
Services	Create, edit and reorder everything	See the list, add services for their own calendars, choose which services their calendars offer, and adjust their own price or duration where a service allows it
Settings (profile, business hours, booking page, plan, payments, communications)	Yes	No
Reports	Yes	No
Inviting people, changing roles, the Auto-Logout Timer	Yes	No

The Role Permissions box at the bottom of the Staff members card summarises this on screen.

You cannot change your own role or remove your own login. ResNeo refuses both. To step back from Admin, make someone else an Admin first and ask them to change you.

Step 3: Assign calendars

Team members only manage the calendars you give them.

1. On the Staff tab, find the person's row. Every Staff-role row has a Calendars they manage list.
2. Tick one or more calendars. Use All or None to move quickly.
3. It saves as you go.

Admins have no list, because they reach everything already.

If a calendar someone manages is later switched off, an amber note on their row lists it under Inactive calendars still listed for this account. Activate it again under Calendar Availability, or change their assignments.

Managing people later

Each row has four small icon buttons. Hover to see the name:

• Change role (the shield): a dropdown to move someone between Staff and Admin. It takes effect straight away.
• Reset password (the key): opens a Reset Password dialog with one New Password box of at least 8 characters, then Reset Password. Use it only when someone is locked out and cannot use Forgot password?. Tell them the new password by text or in person, not by email, and ask them to change it.
• Resend invitation email (the envelope): sends a fresh sign-in link and confirms A new sign-in link was emailed to them.
• Remove user (the bin): opens a Remove Staff Member dialog, then Remove. Their login goes immediately. Their calendar, their past and future bookings, and their client history all stay exactly where they are, and it frees a login on your plan.

Change your own password

At the top of the Staff tab, the My account card has Change Password. Enter a New Password and Confirm Password of at least 8 characters, then click Update Password.

Keep the account secure

1. On the Staff tab, find Security settings.
2. Choose an Auto-Logout Timer: 30 minutes, 1 hour, 2 hours, 4 hours, 8 hours, 12 hours, 24 hours or 7 days. New accounts start at 7 days, which is also the longest allowed and is convenient but loose. A shared front-desk tablet is much safer at 30 minutes or an hour.
3. Click Save. A Saved pill appears and the card shows Current setting with the time you chose.

Common problems & fixes

Problem	Likely cause	Fix
There is no Add User button	You have used every login your plan includes	Check the table above, then change plan under Settings, then Plan
No calendars appear when I invite someone	You have no active bookable calendars yet	Add one under Calendar Availability, Calendars tab
A calendar will not assign	It is switched off, or it is a resource calendar	Tick Active (bookable) for that calendar first. Resource calendars cannot be assigned
This email is already a staff member at this venue	They are already on your list	Find their row and use Resend invitation email instead
The invitation never arrived	It went to spam, the address was mistyped, or they already had a ResNeo login	Check the address, use Resend invitation email, or ask them to try Forgot password? on the login page
I cannot change my own role	You cannot change your own role or remove yourself	Ask another admin to do it
A team member cannot edit their hours	Their account is not assigned to that calendar	Assign the calendar to them on the Staff tab
A team member can change other people's bookings	This is expected. Team members work with bookings on every calendar, as admins do. Their assigned calendars only limit hours, closures and service settings	Nothing to fix

Next steps

• Business & calendar hours
• Set up your services
• A tour of your dashboard