This article covers:

โœจ Please note: Adding additional team members is available on the Lite plan or above.

What is a Leader?

A 'Leader' is the term we use to describe the person running the class, course or event. This feature allows you to restrict access for leader-only team members, so they can only access the attendance registers for the entries or events assigned to them.

It also allows your leaders to create public profiles so the booker can find more information about the person running the event. You can find out more about these features below.

How to assign a Leader to an entry

There are three ways to determine who will be the leader for an entry. If the leader is not part of your team on Bookwhen, you can read how to invite them to the account here.

Assigning a leader to an entry

In your entry settings, under the Information tab, you can see the 'Leader' field:

When you click into the field, a list of team members will appear for you to choose from. The list includes anyone you've invited as a team member on your team page, and you can select as many people as you like as the leaders.

Remember to select Save once you've made your selections โœจ

Once you have assigned a leader to an entry, they will be the leader for all dates in the entry, including past dates and new dates added later.

Assigning a Leader to a specific date in your entry

If you'd like to assign a team member to a particular, single date within an entry, select the date in your schedule, then the drop-down arrow next to Edit entry. Then select event specific information:

A window will open in which you can scroll to the bottom to find the option named Override event leaders? -

If you check this box, you can only remove or add new leaders for this date. Any other dates in the entry will need to be edited separately and will not be affected by this change.

Editing the entries in the team member's account settings

๐Ÿ’ก Please note this option is restricted to account owners only.

You can edit the entries a specific team member is a leader on via their team member settings. To do so, head to the team page and locate the person in question. You can then use the edit icon to open their settings:

Here, you can select all the entries you wish this team member to be a leader on:

Filtering by Leader

There are various places in the system where you can filter by the leader.

  1. You can filter your entries on the schedule tab by a leader here:

2. You can filter your bookings by the leader on the bookings tab here:

3. You can create filtered links and buttons for your leaders.

Leader-only access

You have the option for specific team members to only be given 'leader' access via the account invite you sent or when editing them on the team page.

Leader-only access means this team member can only access their profile settings and the attendance register for the events they have been tagged into as a leader.

In the below example, the team member has only been granted leader-level access and is assigned as a leader to the entry named 'Cacti & Succulents':

This means that this person has read-only access to the event information and attendance register and can only edit their profile, as shown below:

The leader will only have access to the attendance register in the current saved format, which account owners can edit as outlined here.

Public profiles

If a leader has completed their public profile and chosen to publish this, it will appear on the entries they are tagged in (see example below) for bookers to see and find out more about the person running the event.

โœจ You can find more information on setting up a public profile here.

Attendance register

You can edit the booking fields shown in the attendance list, which Leaders can view. To do this, select the relevant entry, so it highlights in yellow, then the ๐Ÿ‘จโ€๐Ÿ‘งโ€๐Ÿ‘ฆ Attendees button:

From here, select the pencil and paper icon ๐Ÿ“ in the top right-hand corner:

You can then customise the list to show the information that you'd like Leaders to be able to view:

  • Remember to select Save changes in the bottom right-hand corner before you exit.

โœจ You can read more about the attendance list here.

โœจ If you have any questions, please get in touch with the support team via live chat or email at

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