Admins & staff

Invite a co-founder, session hosts or cover staff with their own login, so nobody shares a password. Admins manage the business; staff run the site.

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 compensated per your cancellation policy and notified automatically)

Staff cannot access sessions, customers, offers, email, reports or settings.

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.

1. Click Invite team member
2. Enter their email and choose Admin or Staff (and, for staff at a multi-location venue, their locations)
3. 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 - this is the only place roles are changed. You can't change your own role, so a venue always keeps at least the admin making the change. If an invite doesn't arrive, use Resend invite on their row - invites come from notifications@bookasession.org, so check spam too.

Scheduling your team

To build a rota, email everyone their shifts and export hours for payroll, turn on Staff shifts & hours.

Common questions

1. Which email should my team-mate use to accept? They need to finish sign-up with the exact email you invited. The invite screen offers email and password or an email code, not "Continue with Google". If they already have a Session account with that email at your venue, for example from booking as a customer, they can sign in instead and the new role is added to it.

2. "This email already has an account at another venue on Session". Each Session account belongs to one venue, so someone who has booked or worked at another venue with that address can't join your team with it. Invite them with a different email address, such as a work address.

3. 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.

4. I'm the only admin and want to step down to staff. Invite the new admin first, then ask them to change your role from Settings → Team. You can't change your own role, which stops a venue ending up with no admin at all.

5. How does my team get back to the admin later? Send them bookasession.org/admin, which signs them in and opens your venue's admin. Deeper addresses work the same way, for example bookasession.org/admin/settings/team.