Inviting your team, a staff guide

1. Before you invite

There are two ways to bring someone on, for two different jobs.

• Add Team, on the Team page, is for someone who will actually take bookings on your calendar. It creates their bookable team profile, and if you give an email address it invites them straight into it, always as a Team member login. If that person needs a different role, Manager, Front desk, or Admin, an admin can change their role afterward from Team access; there is no need to remove and reinvite them (see Roles and permissions).
• Invite a team member, under Team access further down the same page, is for anyone who needs a dashboard login, whether or not they take bookings themselves. It is also the only place you can invite someone directly as an Admin, Manager, or Front desk.

Sending an invite through Team access is admin-only. A Team member login granted the Manage team permission can still use Add Team to bring on new team members, but always as a Team member, never as Admin, Manager, or Front desk.

2. Send the invite

• Go to Team in the sidebar.
• Scroll down to the Team access section.
• Under "Invite a team member," type their email address.
• Choose a role from the selector: Team member, Manager, Front desk, or Admin (at a venue: Team member, Management, Host (front door), or Admin).
• Click Send invite.

You will see a confirmation that the invitation was sent, and their email address appears in the list above right away, marked as pending, with a badge for the role you chose.

3. What a pending invite looks like

A pending invite is shown in the same list as everyone who already has access, not in a separate table. It shows their email address, a role badge (Admin, Manager, Front desk, or Team member), and a status line.

• While still valid: "Invited, not accepted yet, link valid until" the expiry date.
• Once the link has expired: "Invitation expired. Send a new link."
• If the invite was created through Add Team and will connect to a team profile once accepted, it also notes which team card that will be.

Each pending row has a Resend (or, once expired, Send new link) button and a Cancel button, so you can act on it without leaving the page.

4. What happens when they accept

• They open the link and land on a page titled "Join [your business]." If they were invited as an admin, the page says so. For every other role right now (Manager, Front desk, or Team member), the page currently reads the same generic line, "You've been invited as a staff member," regardless of which of those three it actually is. The invitation email itself does correctly name the specific role (Manager, front desk, or a team member; at a venue, part of management or a host) in its own subject and body.
• They can continue with Google, or set a password (at least 8 characters, entered twice to confirm). The email field is fixed to the address the invite was sent to and cannot be changed there.
• If that email already has a Gaplessly account, they are told "You already have an account with this email. Enter your password to sign in," instead of being able to create a new one.
• Once accepted, they are taken straight into the dashboard with the role that was chosen when they were invited. If the invite was linked to a team profile, their login connects to it automatically, so their own bookings become theirs from that point on.

The link only works for the exact address it was sent to, and it cannot be redeemed by an account that is already linked to a different organisation.

5. Resending, cancelling and expired invites

• An invite link is valid for 7 days from when it was sent, or last resent.
• Resend sends a brand new link and resets that 7-day window; the old link stops working.
• Cancel breaks the link immediately and removes the invitation from the pending list.
• If someone opens an expired link, they land on an "Invitation expired" page with a button to request a fresh one to the same address.