Session lets you invite other people to help run your sessions - so you don't have to be on site, or online, every day. Give each person the right level of access: admins to manage the business, staff to run the site.
Who this is for
Most operators aren't behind the desk every shift. You might have:
- A colleague or co-founder who shares the admin load - pricing, scheduling, reporting
- Session hosts or front-of-house staff who open up, check people in, and handle the odd last-minute change
- A cover person who steps in when someone's off sick or on holiday
Giving staff their own login means you're not sharing passwords, not fielding texts during dinner, and not the single point of failure.
There are two roles
Admin
Full access - manage sessions, pricing, memberships, waivers, reports, integrations, and invite other team members.
Staff
Day-to-day running of sessions. Can:
- Check in customers
- View, create, and move bookings
- Cancel a single booking - and set the refund amount, including a partial or £0 (no-show) refund
- Cancel a whole session, including ones with bookings (everyone is refunded and notified automatically)
Staff cannot access sessions, reports, or settings - so there's no risk of someone accidentally changing your pricing or deleting a template.
If you run more than one location, you can also limit a staff member to specific sites: assign their locations on the invite or member-edit sheet, and they'll only see and act on bookings and sessions at those locations. Leave the locations unset and they see everything.
Inviting a team-mate
Go to Settings → Team.
- Click Invite team member
- Enter their email and choose Admin or Staff (and, for staff at a multi-location venue, their locations)
- They'll get an email with a link to create their account
You can change someone's role or remove them at any time from the same page. If an invite doesn't arrive, use Resend invite on their row - invites are sent from your own notifications@bookasession.org address, so check spam too.
Common questions
-
Which email should my team-mate use to accept? They need to finish sign-up with the exact email you invited. On the invite screen we only offer email and password (or an email code) - the "Continue with Google" button is hidden on purpose, so the invite can't accidentally attach to a different Google account and leave two people sharing one login. If they already use Session with that email, they can sign in instead and the new role is added to their existing account.
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The invite still shows as not accepted, but they say they signed up. They most likely created or signed in to an account under a different email address. Ask them to open the invite link again and finish with the invited address, then use Resend invite on their row if the link has expired.