Adding Team Members

Invite staff to help manage your bookings, assign them to services, and configure their availability. Available on all plans with varying limits.

Plan Limits for Team Members

Free Plan:

1 team member (you)
Cannot add additional staff

Solo Plan:

Up to 2 team members total
1 additional staff member beyond yourself

Growth Plan:

Up to 5 team members total
Staff assignment to services
Individual availability schedules

Business Plan:

Up to 10 team members total
All Growth features
Advanced permissions

Need more? Purchase additional team member slots as add-ons.

What Is a Team Member?

A team member is anyone who:

Performs services for customers
Needs access to your rendevo account
Should appear on your booking page (optional)
Has their own availability schedule

Examples: Stylists, trainers, therapists, consultants, receptionists

Team Member Information

Required Fields

Name

Full name of team member
Displays on booking page and calendar
Used in appointment assignments

Email

Team member's email address
Used for invitation and login
Must be unique (not already in system)

Optional Fields

Phone

Contact number
For internal communication
Not displayed to customers

Role/Title

Job title or specialty
Example: "Senior Stylist", "Personal Trainer"
Displays on booking page

Bio

Short description of team member
Experience, specialties, personality
Shows on booking page
Recommended: 2-3 sentences

Profile Photo

Team member's photo
Displays on booking page
Recommended: Professional headshot
Format: JPG, PNG, WebP

Automatic Fields

Status

Pending: Invitation sent, not yet accepted
Active: Accepted invitation, can perform services
Inactive: Temporarily disabled

Permission Level

Owner: Full control (you)
Admin: Nearly full access
Manager: Manage bookings and customers
Staff: View own schedule, limited editing
View Only: Read-only access

How to Add a Team Member

Step-by-Step Process

Go to Team page:
- Sidebar → Team Members
Click "+ Invite Team Member":
- Button in top right
- Opens invitation form
Enter required information:
- Name (required)
- Email (required)
- Phone (optional)
Set permission level:
- Choose appropriate role
- See permission details below
Add optional profile details:
- Role/title
- Bio
- Upload photo
Assign to locations:
- Check boxes for locations where they work
- Required if you have multiple locations
Assign to services (Growth+):
- Select which services they can perform
- Leave unselected if they can do all services at their location(s)
Click "Send Invitation":
- Invitation email sent immediately
- Team member receives link to accept
- Status: Pending until they accept

The Invitation Process

What Happens After You Invite

Immediately:

Team member receives email invitation
Email includes:
- Your business name
- Their role
- Link to accept invitation
- Instructions

Team Member Actions:

Clicks link in email
Creates rendevo account (if new) or logs in
Accepts invitation
Status changes from Pending to Active

If Already Using rendevo:

They see invitation in their account
Can accept from within app
Get added to your business

Invitation Expiration

Invitations do not expire
Can resend invitation anytime
Can cancel pending invitation

Resending Invitations

Go to Team page
Find team member with "Pending" status
Click "Resend Invitation"
New email sent

Permission Levels Explained

Owner (You)

Full access to everything:

✅ Manage billing and subscription
✅ Delete business account
✅ Invite/remove team members
✅ Change all settings
✅ View all data
✅ Manage all bookings

Cannot be changed or removed

Admin

Nearly full access:

✅ Manage team members
✅ Change business settings
✅ View all bookings and data
✅ Manage services and locations
❌ Cannot change subscription/billing
❌ Cannot delete account

Best for: Business partners, managers you trust completely

Manager

Booking and customer management:

✅ Create/edit/cancel appointments
✅ Manage customer contacts
✅ View and respond to messages
✅ View calendar (all staff)
❌ Cannot change settings
❌ Cannot manage team or services

Best for: Receptionists, office managers

Staff

Own schedule and limited actions:

✅ View own appointments
✅ Update own availability
✅ Mark own appointments complete
✅ View assigned customer details
❌ Cannot see other staff schedules
❌ Cannot create new appointments
❌ Cannot change settings

Best for: Service providers who just need to see their schedule

View Only

Read-only access:

✅ View calendar (all appointments)
✅ View customer list
✅ View services and locations
❌ Cannot edit anything
❌ Cannot create appointments

Best for: Assistants who need visibility but shouldn't make changes

Location Assignment

Team members must be assigned to at least one location.

How It Works

Single Location:

All team members automatically assigned
No configuration needed

Multiple Locations:

Assign each team member to their location(s)
Team member can work at multiple locations
Affects service availability and scheduling

Impact on Bookings:

Team member only appears for services at their assigned location(s)
Availability schedule applies to each location separately
Customer selects location first, then sees available staff

Changing Location Assignment

Go to Team page
Click Edit on team member
Update location checkboxes
Save

Service Assignment (Growth+ Plans)

Optionally assign team members to specific services they can perform.

Why Assign Services?

Useful when:

Staff have different specialties
Some services require certifications
Different skill levels (junior vs senior)
Customers request specific staff for certain services

Leave unassigned when:

All staff can perform all services
Small team with overlapping skills
Want maximum flexibility

How to Assign

Method 1: From Team page

Edit team member
Scroll to "Services"
Check boxes for services they can perform
Save

Method 2: From Services page

Edit a service
Scroll to "Staff Assignment"
Check boxes for staff who can perform it
Save

Both methods update the same data

Impact on Booking Page

If customer selects a service:

Only assigned staff appear as options
Unassigned staff are hidden for that service
Affects multi-service bookings (staff must be assigned to ALL services)

Team Member Availability

Set individual schedules for each team member (Growth+ plans).

Default Availability

New team members inherit:

Location business hours
Your default availability settings

Custom Availability

Override defaults for individual staff:

Go to Team page
Click team member
Click "Set Availability"
Configure their schedule:
- Working days
- Start/end times per day
- Days off
- Breaks

Example:

Business hours: Mon-Sat, 9 AM - 6 PM
Maria's hours: Tue-Fri, 10 AM - 4 PM
John's hours: Mon, Wed, Sat, 9 AM - 6 PM

Availability Logic

For staff-specific appointments:

System checks team member's availability
Ignores business hours if custom schedule is set
Time slots only shown when staff member is working

For "any available" bookings:

System checks all staff availability
Offers time if ANY staff member is available

Managing Existing Team Members

Editing Team Members

What you can edit:

Name
Email (with confirmation)
Phone
Role/title
Bio
Profile photo
Permission level
Location assignments
Service assignments
Availability schedule

How to edit:

Team page → Find team member
Click Edit icon (pencil)
Make changes
Save

Deactivating Team Members

Use when:

Team member on extended leave
Temporarily not working
Want to keep data but prevent new assignments

How to deactivate:

Edit team member
Toggle "Active" to off
Save

Effects:

Removed from booking page
Cannot be assigned to new appointments
Existing appointments unchanged
Can reactivate anytime

Removing Team Members

Use when:

Team member permanently left
Want to free up team member slot

How to remove:

Edit team member
Click "Remove from Team"
Confirm removal

Effects:

Removed from your business
Past appointments remain intact
Cannot be assigned to future appointments
Team member loses access to your account

⚠️ Cannot be undone - You'll need to re-invite them

Team Member Display on Booking Page

Customers see team members during booking process.

What Customers See

When staff assignment is enabled (Growth+):

Customer selects service
System shows team members who can perform it
Display for each team member:
- Photo (if uploaded)
- Name
- Role/title (if set)
- Bio (if set)
- "Book with [Name]" button

When staff assignment is not used:

Customer doesn't select specific staff
System assigns automatically
Team member shown after booking is confirmed

Hiding Team Members

To hide from booking page:

Deactivate the team member
OR remove all service assignments
They won't appear as options to customers

Common Questions

Q: Can team members see each other's schedules?
A: Depends on permission level. Managers and Admins can see all schedules. Staff can only see their own.

Q: Do team members count toward my AI booking limit?
A: No. Team member limits and AI booking limits are separate.

Q: Can I change a team member's permission level after inviting?
A: Yes, edit their profile and change permission level anytime.

Q: What if team member never accepts invitation?
A: Invitation remains pending. Resend it or remove them to free the slot.

Q: Can a team member work at multiple locations?
A: Yes, assign them to multiple locations when creating or editing.

Q: Do I pay extra for team members?
A: Each plan includes specific team member limits. Add-ons available if you need more.

Setting Up Locations - Assign team members to locations
Managing Availability - Configure team schedules
Creating & Managing Services - Assign team members to services

Build your team and scale your business with rendevo! 👥