Inviting Team Members
What this feature does
The Team Invitation feature lets you send email invitations to new team members, inviting them to join your venue and create their own account. Instead of manually creating an account for them, you send them a personalized invitation link via email. They receive the invitation, click the link, and complete their own account setup with their preferred password. This streamlines onboarding and gives your team members control over their login credentials from day one.
Who it is for
This feature is perfect for business owners and managers who want a professional, secure way to bring new team members into the system. It's especially useful when you're hiring multiple people at once, working with remote or off-site team members, or want to give new hires the ability to set up their own secure passwords rather than sharing temporary credentials.
When to use it
Use the Team Invitation feature when:
You're hiring new employees and want them to set up their own account
You prefer team members to choose their own secure passwords
You're onboarding multiple people and want to send invitations in batches
You want a more professional onboarding experience for new hires
You need team members to have access but they're not physically present for account setup
You want to reduce the back-and-forth of sharing login credentials manually
Key concepts
Invitation Email: When you invite someone, they receive an email at the address you specify. This email contains a special link that takes them directly to a signup page where they can create their account. The email comes from your system and includes details about which venue they're being invited to join.
Role Selection: Before sending an invitation, you choose what role the person will have—admin, manager, or staff. This determines their permissions once they create their account and log in. The role is locked into the invitation, so they'll automatically get the correct access level.
Venue Assignment: When you send an invitation, you specify which venue location the person will be assigned to. This is especially important if you manage multiple locations—the invitation ensures they're connected to the right venue from the start.
Invitation Link: This is a special web address included in the invitation email. It contains encoded information about the role and venue assignment. When the invited person clicks this link, the signup page automatically knows which venue they're joining and what role they'll have.
Account Creation: After clicking the invitation link, the new team member sees a signup form where they enter their personal information (name, contact details) and create their own password. This gives them ownership of their credentials and ensures better security since passwords aren't shared.
Team Settings: You manage all team invitations from your Settings menu under the Team section. Here you can see your current team members and send new invitations. This central location makes team management straightforward.
Common questions
How do I send an invitation to a new team member?
Go to Settings in your dashboard menu, then click on the Team section. You'll see an "Invite" button at the top right. Click it, and a form will appear asking for the person's email address, which venue to assign them to, and what role they should have. Fill in these details and click "Invite." They'll receive the email within a few minutes.
What does the invitation email look like?
The invitation email is professional and straightforward. It tells the recipient that you've invited them to join your venue's team, includes information about their role, and provides a clear "Join Team" or similar link button. The email will also mention which venue they're being invited to, so there's no confusion if you operate multiple locations.
What happens after I send an invitation?
Once you click "Invite," the system sends an email to the address you provided. The person receives the email (they should check spam folders if it doesn't appear), clicks the link inside, and is taken to a signup page. They'll enter their information, create a password, and their account is created with the role and venue you specified. You'll see them appear in your team list once they complete signup.
Can I invite someone to multiple venues at once?
When sending an invitation, you select one venue for the person to join. If you need them to have access to multiple venues, you'll need to update their profile after they create their account, or send separate invitations for each venue (though this may create multiple accounts, so profile updating is recommended).
What if someone doesn't receive the invitation email?
First, have them check their spam or junk mail folder—sometimes invitation emails get filtered. If they still can't find it, you can resend the invitation from the Team settings page. If the problem persists, you might need to verify the email address is correct or use the alternative method of creating their staff account directly.