Team management

Learn how to add new team members and control their access levels

Anni avatar
Written by Anni
Updated over a week ago

✨ 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

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:

  1. 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.

  2. 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.

  3. 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.

  4. 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.

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 πŸ“ 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:

πŸ’‘ We do not notify team members of any changes you make from this page.

How many team members you can have per paid plan

  • Lite plan: 2 Team members

  • Standard plan: 5 Team members

  • Plus plan: 10 Team members

  • Gold plan: 25 Team members

πŸ’¬ Any questions or feedback? There are two ways to get in touch:

Thank you! πŸ•Ί

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