Inviting your team to log in

Adding a staff member in Staff & Services puts them on your booking page so clients can pick them. That's enough if you only need them to appear — but if you want them to actually sign in and use TimeToBook themselves, you need to send them an invitation.

What an invited staff member can do

Once a staff member accepts an invitation, they get their own login. What they see depends on the role you assign:

• Staff (default) — sees their own calendar, their own upcoming appointments, and can edit their own working hours. Can't see other staff, billing, or settings.
• Manager — sees the full calendar, every client, can take bookings for anyone, and can run reports. Can't change billing or location settings.
• Custom roles — anything you've defined in Settings → Roles & Permissions.

For more on what each role can do, see Roles and permissions.

Sending an invitation

1. Go to Staff & Services → Staff.
2. Find the staff member in the list. If they're not there yet, click Add staff first.
3. Click Invite on their row.
4. Enter the email address you want them to use to sign in.
5. Pick a role from the dropdown (defaults to Staff).
6. Click Send invitation.

The staff member gets an email with a unique link. The link is valid for 7 days.

What the invited person sees

When they click the link, they land on an Accept invitation page that shows the salon name and asks them to confirm their details.

• If they don't already have a TimeToBook account, they enter their name, the page creates the account, and a magic login link is emailed to them. Clicking that link signs them in for the first time.
• If they already have an account (e.g. they're staff at another salon on TimeToBook), the page sends them a magic login link straight away. Once they sign in, the new salon is automatically attached to their account.
• If they're already signed in when they click the invitation, they just press Accept and they're in — no email round-trip.

After accepting, they land on the dashboard for their new salon.

Magic-link sign-in (no passwords)

TimeToBook doesn't use passwords. Every time a staff member signs in:

1. They go to the login page and enter their email.
2. They get an email with a one-time link.
3. They click it.
4. They're in.

Magic links expire after 30 minutes and can only be used once. There's no password to reset, leak, or write on a sticky note.

If a staff member doesn't get the email, ask them to:

• Check spam/junk
• Confirm they're using the email you invited them with
• Try again — old links expire as soon as a new one is sent

Resending an invitation

If a staff member loses or doesn't receive the original invitation, click Resend invite on their row in Staff & Services → Staff. This generates a fresh 7-day link to the same email and role as the original.

Removing access

To revoke a staff member's login without deleting them from the system:

1. Find them in Staff & Services → Staff.
2. Click Edit and remove the linked email address (or contact support if they no longer work for you).

If they're leaving for good, archive the staff member instead — see Managing staff. Archiving hides them from the booking page, drops them from your billable seat count, and revokes their access in one step.

Tips

• Use real email addresses, not shared inboxes. Magic-link sign-in puts the link in one mailbox. A team@ inbox means everyone in the salon can sign in as that one staff member, which breaks the calendar's "see only my own appointments" view.
• Send invitations on a quiet day. Some staff need a couple of tries to find the link in spam. Don't do it ten minutes before a busy Saturday.
• Walk new staff through it on their phone. Most stylists check email on a phone, and the magic-link flow takes about 30 seconds in person.