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 they only need to appear. If you want them to sign in and use TimeToBook themselves, send them an invitation.

What an invited staff member can do

What they can see and do depends on the role you pick when you invite them. Every business starts with two roles:

• Staff: can use the calendar, manage their own bookings and see your services. Can't see the client list, billing or settings.
• Manager: can manage everyone's bookings, see and edit clients, manage services and inventory, see messages and reports, and manage payments. Can't change staff, billing or settings.

You can also create your own roles in Settings > Roles & Permissions. See Roles and permissions for the details.

Sending an invitation

1. Go to Staff & Services.
2. Find the staff member. If they're not there yet, add them first.
3. Click the small arrow next to Edit on their row and choose Invite to Login.
4. Enter the Email Address they'll use to sign in.
5. Pick a Role. Always choose one: without a role they can sign in but won't have access to any features.
6. Click Send Invitation.

They'll get an email with a link to accept. The invitation is valid for 7 days. While it's waiting, their row shows as Invited.

Invite to Login only appears for staff members who don't have a login yet.

What the invited person sees

The link takes them to a page showing your salon's name.

• If they don't have a TimeToBook account yet, they enter their name, their account is created, and a sign-in link is emailed to them. Clicking that link signs them in for the first time.
• If they already have an account (for example, they work at another salon on TimeToBook), they're emailed a sign-in link, and your salon is added to their account.
• If they're already signed in, they accept straight away with no extra email.

Signing in (no passwords)

TimeToBook doesn't use passwords. Each time someone signs in:

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

Sign-in links expire after 30 minutes.

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

• Check their spam or junk folder.
• Make sure they're using the same email address you invited.
• Request a new link from the login page.

Resending an invitation

If someone loses the invitation or it expires, click the arrow next to Edit on their row and choose Resend Invite. This sends a fresh 7-day invitation to the same email address with the same role, and the old link stops working.

When someone leaves

To take a staff member off your booking page, archive them: click the arrow next to Edit and choose Archive. See Managing staff. Archiving removes them from your booking page and your billable staff count, and you can restore them later.

Archiving doesn't remove their login from your business. To remove someone's access to your account completely, contact support and we'll do it for you.

Tips

• Use each person's own email address. A shared inbox means anyone who can read it can sign in as that person.
• Send invitations on a quiet day. Some people need a couple of tries to find the email in their spam folder.
• Walk new staff through it on their phone. Most people check email on their phone, and accepting takes about a minute.