✨ Please note: Adding additional team members to your account is available on the Lite plan or above.

Adding extra users to your account is useful when you need to grant access to additional members of your team.

This article covers:

Inviting a new team member
- Cancelling an invitation
Assigning a team member a role
Making changes to an existing team member
Removing team members from your account
FAQ
- Resetting password
- How many team members you can have per plan

Inviting a new team member

Any account owners can invite new members to the team. To do so, select Account from the left-hand menu, then Team.

From here, select Invite team member in the top right-hand corner:

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

Cancelling an invitation

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

Assigning a team member a role

Each role will give different access levels to the account, and you can have multiple members for each role. There are four roles you can assign to other team members:

Account owner
Access to all account settings, schedules, and data.
- 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 manager
Access to entry setup and booking data.
- Can only access and change specific schedules, including amending entries and viewing customer data for bookings within that schedule.
- They cannot make broader changes like payment providers, reminder emails, or team management.
Bookings admin
Access to booking data only.
- Can only access specific schedules and view customer data for bookings made in those schedules.
- They cannot make account-wide setting changes like team management or billing, nor create/edit entries.
Leader
Access to the attendance register for their events only.
- Can only access their profile settings, the attendance register, and info for the specific entries or events assigned.
- They cannot access or edit any other part of the account.

✨ You can change these roles at any time.

You can restrict notifications to certain schedules if the team member has Booking admin or Schedule manager access and is only assigned that particular schedule.

Making changes to an existing team member

You can amend a team member's details or role within 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	For internal use only.
Set as 'Reply-to' email address	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.
Changing their role	Account owners can amend team members' roles and access levels at any time.
Set the language preference for emails sent to team members from Bookwhen	You can choose one of six languages: German, English, Spanish, French, Dutch, or Swedish:
Email preferences	Update team members' email preferences. You can make changes to their preferences at any time.

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 of their profile:

💡 We do not notify team members of any changes you make from this page.

FAQ

Will resetting the password for a shared account automatically log out any active sessions on other devices, preventing access by a former employee?

Yes, resetting the password will log out any active sessions on other devices, but only once the new password has been set using the "Set password" link from the email. However, requesting a password reset alone will not terminate any active sessions in other browsers or devices.

To ensure security, especially for shared accounts, we recommend resetting the password and enabling multi-factor authentication (MFA). This will help prevent unauthorized access, even if a previous session was active.