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

Adding extra users to your account allows you to grant access to additional team members, helping you manage your Bookwhen account more efficiently.

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 invite a new member:

Select Account, then Team from the left-hand menu on your account.
Select Invite team member in the top right-hand corner:
Enter their email address, assign their role and choose which entries you'd like them to have access to:
Once completed, select Send invite.

Cancelling an invitation

To cancel a team member invitation:

Select Account, then Team from the left-hand menu on your account.
Find the team member in the list and select the cross icon ❌ next to their name.

Team member information with an arrow pointing at a red cross

Assigning a team member a role

💡 Only Account owners can change the settings of another team member.

You can assign different roles to team members to control the level of access they have to your Bookwhen account. Each role provides specific permissions; you can assign multiple members to each role, and they can be changed at any time.

There are four roles you can assign:

Account owner
- Full access to all account settings, schedules, and data.
- Can make changes to account-wide settings, schedules, entries, bookings, customer data, team management, and billing.
Schedule manager
- Access to entry setup and booking data for specific schedules.
- Can edit entries and view customer data for bookings within assigned schedules.
- Cannot modify broader settings like payment providers, reminder emails, or team management.
Bookings admin
- Access to booking data for specific schedules only.
- Can view customer data for bookings within assigned schedules but cannot make changes to account settings, team management, or entries.
Leader
- Access to the attendance register for their events only.
- Can view their profile settings and event-related information, but cannot access or edit other parts of the account.

Making changes to an existing team member

To amend a team member's details or role:

Select Account, then Team from the left-hand menu on your account.
Select the pencil and paper 📝 icon on the right-hand side next to the team member to open their settings:

Within the team member settings, you can take the following actions:

Changing their name	For internal use only.
Set as 'Reply-to' email address	Set the team member's email address as the 'Reply-to' so that all system-generated auto-emails from your business are sent from their 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	Choose one of six languages: German, English, Spanish, French, Dutch, or Swedish:
Email preferences	Update team members' email preferences.

Removing team members from your account:

To remove a team member from your account:

Select Account, then Team from the left-hand menu on your account.
Select the pencil and paper 📝 icon on the right-hand side next to the team member to open their settings:
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.