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How to use Leaders to assign your team members to events and limit their access to the account.

Anni avatar
Written by Anni
Updated over a week ago

✨ Please note: Adding additional team members is available on the Lite plan or above. The limit varies per subscription type.

This article covers:

What is a Leader?

A 'Leader' is 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 you assign to them.

It also allows your leaders to create public profiles so the customer 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 learn how to invite them to the account here.

Assigning a leader to an entry

You can find the leader field in your entry settings under the Information tab:

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.

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

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, 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

πŸ’‘ 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. For example:

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

πŸ’‘ Please note designating a leader for an entry or event does not automatically add that entry to the leaders' access.

Public profiles

If a leader has completed their profile and chosen to publish it, it will appear on the entries they are tagged in on the public page for customers to view and find out more information about the person running the event.

For example:

✨ 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, then the πŸ‘¨β€πŸ‘§β€πŸ‘¦ Attendees button:

From here, select the pencil and paper icon πŸ“ 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!

✨ You can read more about the attendance list here.

How to start a Zoom meeting as a Leader

First, log into the account, select Scheduling and the relevant entry. From here, you can either select the Zoom ID on the event:

Or select the Online event button:

Then Join Zoom Meeting:

Alternatively, you can log into the Zoom account and start the meeting from there. Or, if you are a leader, the Account Owner may be able to share the Zoom details with you ahead of the call.

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

Thank you! πŸ•Ί

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