Inviting team members and managing roles

People is where you invite colleagues to Hub and decide what each of them can see and do. Access works through roles: you build a role once, choose what it can view and manage, then assign it to whoever needs it. Someone in your pricing team can be given prices and availability without seeing bookings or payouts.

A few words you'll see

• Role — a named set of permissions you assign to people, for example Pricing team or Front desk.
• View — lets users see information in a section without making changes.
• Manage — lets users create, update or take actions in a section. Manage access includes View access.
• Admin — the built-in role with full access. It's a system role, so it can't be edited or deleted.

Before you start

• Click People in the left-hand menu of Hub.
• You need Manage access to People to make any changes. With View access only, you'll see a read-only notice asking you to contact your Admin.
• Have your colleagues' work email addresses ready — they'll sign in to Hub with those.

Note: People controls who can sign in and what they can do. The contact details we use to reach your business live under Settings — see Managing your company and team details.

The three tabs

• Roles & access — build and edit roles, and see how many members each one has.
• Team members — everyone with access to your account, and the roles they hold.
• Invitations — invitations you've sent and where each one stands.

Here is a walkthrough of how you can do it

Step 1 — Create a role

Open Roles & access and click Create role. You can have up to 10 roles; past that the button is disabled.

Role details

Give the role a name — up to 50 characters — and, if it helps, a short description. Name it after the job rather than the person, so it still makes sense when someone new joins.

Set up permissions

Each section of Hub gets its own View and Manage tickbox:

• Experiences — view, create and manage experiences.
• Availability & pricing — view or manage prices, availability and closures.
• Offers — view, create and manage offers.
• Bookings — view booking details or take actions on bookings.
• Reviews — view and respond to customer reviews.
• Performance — view performance metrics, revenue reports and booking trends.
• Settings — view or manage organisation and account settings.
• People — view team members or manage invitations, roles and access.
• Schedules — view or manage time slots, closures and schedules.

Three things behave automatically, so don't fight them:

• View on Experiences is always on and can't be unticked. Everyone needs it, because the rest of Hub hangs off an experience.
• Ticking Manage ticks View for that section as well.
• Manage on Experiences also grants Manage on Schedules. Remove it and both come off together.

Invite users

The last step lets you invite people into the role straight away by entering their email addresses. You can skip it and invite people later.

Step 2 — Invite a team member

Open Invitations and start a new invitation. You'll be asked for:

• Add email address — the address they'll use to sign in.
• Assign roles — pick one or more. Someone with several roles gets the combined access of all of them, so a person can hold Front desk and Pricing team together.

Click Send invitation. Your colleague gets an email with a link, fills in their first name, last name and a password, and their account is created against the address you invited.

Step 3 — Keep track of invitations

The Invitations tab lists each invitation with its Status, when it was Sent on and when it Expires on:

• Pending — sent, not yet accepted. You can Revoke invitation if you sent it by mistake.
• Accepted — they've created their account and now appear under Team members.
• Expired — the link ran out before they used it. Click Resend invitation.
• Revoked — cancelled by you. Send a fresh invitation if you change your mind.

Step 4 — Manage people already on your account

The Team members tab shows each person's roles and their status:

• Active — has access and at least one role.
• Unassigned — on your account but holds no role yet, so there's nothing they can do. Assign a role to put that right.
• Inactive — access has been removed.

To change what someone can do, change the roles they hold. To take their access away — someone leaving your company, for example — use Remove access. They'll show as Inactive, and you can re-add them later if they come back.

Step 5 — Edit or delete a role

On Roles & access, use Manage beside a role to view, edit or delete it. Editing a role changes access for everyone who holds it, straight away — so a permission you add for one person reaches the whole group.

Deleting a role can't be undone, and anyone who held it loses the access it gave them. Give them another role afterwards if they still need access.

The Admin role can't be edited or deleted, and an Admin can't have their access removed. That's deliberate — it stops an account being locked out of its own settings.

Frequently asked questions

My colleague never got the invitation.
Check the Invitations tab. If it says Expired, click Resend invitation. If it's still Pending, ask them to check their spam folder, and check the address is spelled correctly — if it isn't, revoke it and send a new one.

Can I change a role after creating it?
Yes. Edit the role and the change applies to everyone holding it. If only one person needs the extra access, give that person a second role instead of widening the role for everybody.

Why can't I untick View on Experiences?
Everyone needs it. The other parts of Hub — prices, schedules, bookings — all hang off an experience, so they don't work without it.

Why did Schedules change when I ticked Experiences?
Manage access to Experiences includes Manage access to Schedules, because changing an experience changes the schedules under it. They tick and untick together.

How many roles can I create?
Up to 10. If you're running out, look for two roles that differ by a single permission — they can usually be merged, or handled by giving someone two roles.

Can I edit the Admin role?
No, it's a system role with full access. To give someone less than full access, build a role with just the sections they need.

Everything shows as read-only for me.
You have View access but not Manage access to People. Ask an Admin on your account to change your role.

Someone has left the company.
Use Remove access on the Team members tab. Do it before they lose their work email, since that address is how they sign in.

Does removing a role delete the person's account?
No. Deleting a role takes away the access that role granted, but the person stays on your account — they'll show as Unassigned until you give them another role.