Inviting Your Team
How to invite staff members, assign access levels, and manage users.
Everyone who works with you gets their own login and their own access level. You invite them by email, they set their own password, and what they can reach is decided by the level you give them.
A note on wording before anything else: the app calls this an Access Level, not a role. It is the same thing the permissions article describes, and it is separate from someone's job on an event — a Server or Bartender title is set in StaffSync and has nothing to do with what they can open.
Sending an invitation
- Go to Users
- Click Invite User
- Fill in their first name, last name and Email Address
- Choose an Access Level — it starts on Event Coordinator
- Click Send Invitation
They get an email inviting them to set up their account. Until they accept, they show as pending.
Which levels you can choose
Owner is never on the list — a venue has one, and it is not something you hand out by invitation.
Beyond that, what appears depends on two things:
- Your plan. On the free plan you cannot invite anyone. On Booked you can assign Manager and nothing else. On Complete all eleven invitable levels are available.
- Your modules. The seven module levels — Facility Manager, Maintenance Technician, Kitchen Manager, Kitchen Staff, Bar Manager, Staff Coordinator and Event Staff — only appear if you subscribe to the module they belong to.
So a Complete venue with no modules sees four choices: Manager, Event Coordinator, Sales Representative and Wedding Planner. Add KitchenSync and three more appear.
If a level you expected is missing, it is one of those two reasons, not a fault.
Tip: Give the narrowest level that covers the job. Widening it later takes seconds; discovering that a casual member of staff could see your revenue is a different kind of afternoon.
Managing invitations
The Invitations tab lists everyone invited but not yet signed up, with a count in the tab itself. Each row has two icon buttons: one resends the invitation, one deletes it. Delete asks first.
Managing people
The User List tab shows everyone, with columns for Team Member, Access Level, Status and Last Activity.
Status is worth understanding: it reads Active once someone has signed in at least once, and Pending until then. It is not a measure of whether they use the product.
Click a row to open their details — email, role and last login — with buttons to edit or delete from there. Editing opens the same form as the invitation, so changing someone's access level means changing Access Level and clicking Save Changes. It applies the next time they load a page.
Suspend User switches someone off without deleting them, and Reactivate User brings them back. Suspending is the right move for someone who has left but whose history you want to keep — and if a deletion is refused because they have history, the app offers to suspend instead.
The counts at the top
Total Users, Active Users and Pending Users, with the same meanings as the Status column.
Next steps
Fine-tuning what each level reaches is on the Permissions tab, covered in Understanding Roles & Permissions.
Still stuck? A person reads every email.
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