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 here.

Before you start

• Sign in as an admin. Only admins can invite people, change roles, assign calendars, and set the auto-logout timer. Team members have no Staff tab at all, just an Account page for their own details.
• 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

On Appointments Light you are the one login, so there is nobody left to invite and the Add User button is not on your screen. That is your plan, not a fault. A two-chair shop where both people sign in needs Appointments Plus. Change plan under Settings, then Plan.

Step 1: Invite someone

1. Open Settings from the sidebar, then the Staff tab.
2. In the Staff members card, click Add User.
3. Enter their Email.
4. Enter their Name.
5. Choose a Role. It starts on Staff.
6. Tick any calendars under Calendars they can manage (optional).
7. Click Send invitation.

They get an email with a secure link and choose their own password.

Good to know: you do not pick a password when you invite someone.

Only active calendars can be assigned. A calendar that is switched off will not appear in the list. Turn it on first under Calendar Availability, Calendars tab, with Active (bookable).

Step 2: Choose the right role

	Admin	Staff
Bookings and the calendar	Everything	Yes, opening on the calendars assigned to them
Client details	Yes	Yes
Their own hours and breaks	Any calendar	Only calendars linked to their account
Business hours and closures	Yes	Can view opening hours, cannot change them
Services, plan, payments, reports	Yes	No
Inviting people and changing roles	Yes	No

A team member's sidebar shows Account where yours shows Settings, because they only reach their own details.

You cannot change your own role or remove your own login. 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, open the person's row.
2. Tick one or more calendars under Calendars they manage. Use All or None to move quickly.
3. It saves as you go.

Admins do not need calendar assignments. They reach everything already.

Managing people later

Each row has buttons for the everyday jobs:

• Change role: move someone between Staff and Admin.
• Reset password: use only when someone is locked out and cannot use Forgot password. You type a new password of at least 8 characters and confirm it, then tell them what it is and ask them to change it. Send it by text or say it in person, not by email.
• Resend invitation email: if the first one never arrived.
• Remove user: removes their login immediately. Their calendar, their past and future bookings, and their client history all stay exactly where they are. Only their ability to sign in goes, and it frees a login on your plan.

Keep the account secure

1. On the Staff tab, find Security settings.
2. Choose an Auto-Logout Timer: 30 minutes, 1, 2, 4, 8, 12, or 24 hours, or 7 days. New accounts start at 7 days, which is convenient but loose. A shared front-desk tablet is much safer at 30 minutes or an hour.
3. Click Save.

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 upgrade 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	Turn on Active (bookable) for that calendar first
The invitation never arrived	It went to spam, or the address was mistyped	Use Resend invitation email, and check the address
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 linked to that calendar	Assign the calendar to them on the Staff tab
They can see bookings I did not expect	Assigned calendars decide what they open on	Review their calendars on the Staff tab

Next steps

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