Add a Team Member in FlexBookz (including team invitation and team role)

Introduction

FlexBookz lets you add and manage staff members for your salon, spa, or wellness business quickly and securely. The Add Team Member feature allows you to store contact details, assign services and roles, and optionally send a team invitation so the new member can access the platform. Using team roles you control what each member can see and do, streamlining collaboration and protecting sensitive business data.

How it Works

When you add a team member in FlexBookz you can choose to:

• Register them internally so they appear in schedules and can be assigned appointments, or

• Send a team invitation that lets them set up access to your FlexBookz account (login credentials and profile) and use dashboard features according to the role you assign.

Team roles determine permissions (for example: Owner, Manager, or Staff). A member added without an invitation will not have dashboard access but can still be assigned to bookings and services.

Step-by-Step Guide

1. Open the FlexBookz app or web dashboard and go to Staff in the left-hand menu.

2. Click the + Add Team Member button in the top-right corner.

3. Complete the Add Team Member form. See Fields explained below for details.

4. If you want the person to log in, enable Send team invitation. The invitation is sent to the entered email address.

5. Choose the appropriate Team role to control permissions.

6. Assign one or more Services that this member performs.

7. Toggle Active on if the member should be available for bookings now.

8. Click Save. The member will appear in your staff list. If an invitation was sent, the account becomes active when they accept.

Fields explained

• Name: Full name of the team member (example: Yvar Jansen).

• Email: The address used to send invitations and notifications. If the email is not already a team member, the system may show: "This email address is not a team member yet."

• Send team invitation: Enable to invite the member to create a login. They won't have access until they accept the invite.

• Team role: Determines permissions — e.g. Owner, Manager, Staff.

• Phone: Optional contact number used for internal contact or client callbacks.

• Job title: The role within your business (e.g. Stylist, Therapist, Receptionist).

• Active: When off, the member won’t appear as an available resource for new bookings.

• Services: Select services the team member provides. Create services first under Services if none exist.

Example: Adding a New Stylist

Maria is joining your salon as a stylist. You add her with name and email, assign the Stylist job title, select the services she will perform (cut, color), set her role to Staff, enable Send team invitation, and toggle Active so clients can book with her immediately once she accepts the invitation.

Tips & Best Practices

• Assign roles carefully: Use roles to limit access to sensitive areas (financials, staff settings) to only those who need it.

• Use invitations for active staff: Only send a team invitation when a person needs to access the dashboard. For temporary or roster-only entries, you can skip inviting them.

• Verify email addresses: Double-check emails before sending invitations to avoid delays from incorrect addresses or bounced invites.

• Create services first: Set up services before assigning them to staff to ensure bookings are linked correctly.

• Use the Active toggle: Use this to temporarily disable booking for staff on leave without deleting their profile.

• Standardize job titles: Keep consistent job titles (e.g. "Stylist" vs "Senior Stylist") to simplify reporting and scheduling.

• Document role policies: Keep a short internal guide that explains what each team role can do in the system.

Best practice: Grant the least amount of access required. Managers get wider permissions; regular staff need only booking and calendar access.

Troubleshooting

• "This email address is not a team member yet": The system shows this when the email hasn’t accepted an invitation. Check that you clicked Send invitation and confirm the email was typed correctly.

• Invitation not received: Ask the recipient to check their spam/junk folder. If still missing, resend the invitation from the staff profile.

• No services available to assign: Go to Services in the left menu and create the needed services before assigning them to staff.

• New member not appearing in the staff list: Refresh the page. If the problem persists, ensure you clicked Save and check your user permissions.

• Member can’t access certain features: Review the assigned Team role and adjust permissions under Team roles management if necessary.

• Need to change an email address: Update the email in the staff profile and resend the invitation. The previous invite becomes invalid once the email changes.

If you need further help, contact FlexBookz Support through the help icon in your dashboard or visit our support center for detailed guides and video walkthroughs.