Managing Your Team

Where to Find This: Services → Account → Team

Share the workload by inviting other people to help run your business. You can make someone a full Administrator, or create your own limited roles and choose exactly what each one can see and change.

The Team Tab

Open the Account group in the left menu and click Team. At the top you'll see how many seats you're using — for example, "2 of 5 seats used (including pending invites)". The number of seats comes from your plan. If you run out, you'll be prompted to upgrade before you can invite anyone else.

The tab has:

• Your members — everyone who can currently sign in to your business, with their role
• Pending invitations — invites you've sent that haven't been accepted yet
• Roles & permissions — where you create your own roles and choose what each one can view and edit

Use the Invite button to add someone, or Refresh to reload the list.

Roles

Every team member has one role. There are three kinds:

• Administrator — full access to everything, the same as you: every area, plus payments, integrations and this Team page. This role is fixed and can't be edited.
• Your built-in role — a limited role that's always there, ready to rename to whatever your business calls it (for example Coach, Stylist or Instructor). It's marked default in the roles list. You can rename it and change its permissions, but you can't delete it.
• Custom roles you add — any number of extra roles you create and name yourself, each with its own set of permissions.

Limited-role members only see and do what you switch on for their role, plus their own User Profile and Support.

Inviting a Team Member

1. 1

   Click Invite

   On the Team tab, click Invite.

2. 2

   Enter their email

   Type the email address of the person you're inviting. They don't need an account yet — if they're new, the invitation lets them create one with their email already verified, so they won't need a verification code.

3. 3

   Choose a role

   Open the Role dropdown and pick Administrator (full access) or any of your own roles (only what you've allowed for that role), then click Send invitation.

They'll receive an email with a link to join. Their invite appears under Pending invitations with an expiry date until they accept it.

Managing Pending Invites

Next to each pending invitation you can:

• Resend — send the email again (handy if it was missed or the address was mistyped)
• Revoke — cancel the invitation so its link stops working and its seat is freed

Creating Roles and Setting Permissions

Under Roles & permissions you build the roles your team uses and decide what each one can do. Administrators always have full access, so this only affects your limited roles.

Adding a Role

1. 1

   Click Add role

   In the roles list on the left, click Add role.

2. 2

   Name the role

   In the Add a role box, type a Role name — for example Manager or Front Desk. A new role starts with no permissions; you'll choose what it can do next. Click Create role.

Choosing What a Role Can Do

Pick a role in the list to open its permission grid. For each area you decide whether the role can View it, Edit it, or neither:

• View gives a read-only version of that area — the person can open it and look, but not make changes.
• Edit lets them make changes. Ticking Edit automatically ticks and locks View, because you can't change something you can't see.

To rename a role at the same time, change the Role name field above the grid. When you're done, click Save role settings. Members see the change the next time they load a page. Any area you leave switched off stays hidden from them, and if they reach it another way they see "This area is for administrators — Ask an administrator of the business if you need something here."

Deleting a Role

To remove a role you no longer need, select it and click Delete role. You can delete any role you created, but not the built-in default role — that one can only be renamed.

Changing Roles and Removing Members

Each member in the list has a Role dropdown and a Remove button on the right:

• Role dropdown — change a member's role by picking any role from the list (Administrator or any of your own roles). You'll be asked to confirm. The change ends their current session, so they'll need to sign in again.
• Remove — take away their access to your business. You'll be asked to confirm first.

What Limited Roles Never See

Some parts of your business are always administrator-only, no matter which permissions you switch on for a role. People on a limited role never see:

• Billing and your subscription — the Purchased Services tab is hidden from them. If they reach it, they see "Billing is managed by administrators — Ask an administrator of the business if you need something here."
• Plan upgrades — where a feature isn't part of your current plan, admins see an upgrade prompt, but a limited role sees "Not included in this business's plan — Ask an administrator" instead, with no way to upgrade.
• The HubSpot Forms tab — setting up your website's forms is administrator-only, even for someone who has the Customers permission. See Setting Up Contact Forms with HubSpot.

You'll also notice two patterns wherever a limited role can look but not change something:

• A banner appears at the top of an area they can see but not edit: "You have view-only access to this area — ask an administrator if you need to make changes."
• Actions only an administrator can take — such as connecting Google Calendar or moving a customer to a current plan — show an "ask an administrator" message in place of the usual button.

Switching Between Businesses

Someone can be part of more than one Bizzly business — for example a coach who works for two clubs. When that's the case, Bizzly helps them keep the two apart:

• At sign-in, they see a Choose an account screen ("You're part of more than one business") with a button for each business, each showing their role there. They pick where they want to work. Underneath, it shows "Signed in as" their email.
• Inside the console, an Accounts menu (a briefcase icon, labelled Switch account) lets them move to another of their businesses at any time. Choosing one signs them into that business with the role they hold there. This menu only appears for people who belong to more than one business.

If their access to a business has been removed since they last signed in, switching to it shows "Your access to [business] has changed — ask their administrator to re-invite you." To restore it, invite them again from your Team tab.

Accepting an Invitation

When someone opens the link from their invitation email, they see a Join [your business] screen showing the role they've been invited as.

• If they're already signed in, they click Accept invitation and are taken straight into the console.
• If they're signed out, they click Sign in to accept. New members can create their account from the same button, with their email already verified.

The invitation only works for the email address it was sent to. If someone is signed in with a different account, they'll be asked to sign out and use the invited email instead.

Where Each Role Signs In

Administrators and limited-role members run the business from the console (the Services dashboard), not from your public website. This affects what happens when a team member signs in:

• If an administrator signs in on your public website, the sign-in works, but they're treated as an ordinary customer there — which is exactly how you test your own storefront, with real bookings, checkout and contact details. It changes nothing about their administrator access; to run the business they sign in on the console instead.
• If a limited-role member signs in on your public website, they're treated as an ordinary customer there too — they use their allowed console tabs by going to the console.
• If someone with no access to your business tries to sign in to run it, they see "You do not have access to this site. Please contact your administrator." — usually a sign their invitation hasn't been accepted yet, or their access was removed.
• Only Bizzly staff are turned away from a business's public website, with a message pointing them at the Bizzly dashboard. This never applies to your own administrators.