Adding additional team members is helpful when you're looking to expand your team and need to give them access to your Bookwhen account.

This article covers:


Inviting a new team member

Any team members who are account owners will be able to invite new members to the team. To do so, select Account from the left-hand menu, then Team. From here, select the blue Invite team member button in the top right-hand corner:

From here, you can enter their email address, assign their role and which entries you'd like them to have access to:

When a team member has access to your account, and you have assigned them a role, they will appear under the Team Management section on the Team page, stating their name, email address, role, invite status, and level of schedule access.

Cancelling an invitation

You can cancel an invitation by selecting the red cross ❌ next to their name.


Assigning a team member a role

There are four roles you can assign to other team members:

  • Account owner - access to all account settings, schedules, and data.

  • Schedule manager - access to entry setup and booking data.

  • Bookings admin - access to booking data only.

  • Leader - access to the attendance register for their events only.

Each role will give different access levels to the account, and you can have multiple members for each role. You can also change this at any time.

Account owners will always have access to your whole Bookwhen account and can make changes, including account-wide settings, schedules, entries, bookings, customer data, team management, and billing.

Schedule managers can be limited to having access to specific schedules only. They can then make changes to the entries within that schedule and access the customer data for any bookings made on this schedule. They will not be able to make account-wide changes such as payment providers, reminders emails, team management, etc.

Booking admins can also be limited to having access to specific schedules only and can access any customer data for bookings made on this schedule. They will not be able to make account-wide setting changes such as team management or the billing and cannot create or edit entries.

Leaders will only have access to their profile settings, the attendance register, and info for the specific entries or events assigned. They will not be able to access or edit any other part of the system. You can read more about Leaders here.


Making changes to an existing team member

You may want to amend a team member's details or role, which you can do from the Teams page. Select the pencil and paper 📝 icon on the right-hand side next to their role and name.

This will open an edit page for this team member:

You can now perform the following actions:

Changing their name:

From the next page, you can edit their name but do bear in mind any changes to their name from here are for internal use only.

Set as 'Reply-to' email address:

You may want to set this team member's email address as the 'Reply-to' so all system-generated auto-emails from your business are sent from their email address. Read more about this here.

Changing their role:

Account owners can amend team members' roles and access levels at any time.

Email Preferences:

You can also update their email preferences. You can make changes to their preferences at any time.

Read more about email preferences for team members here.


Removing team members from your account:

If you decide to remove a team member, you can select 'remove from this account' in the bottom right-hand corner.

The system does not notify team members of any changes you make from this page.


How many team members you can have per paid plan

  • Lite - 2 team members

  • Standard - 5 team members

  • Plus - 10 team members

  • Gold - 25 team members

If you have any questions about your plan, please contact the support team via live chat or email at support@bookwhen.com.

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