Parent Accounts & Teams

A company with several sales teams can group them under a parent account. Each team is its own ordinary Booked55 organization, with its own pipelines, settings, members and manager. The parent account sits above those organizations and gives the people who own it one place to open any team and compare performance across all of them.

The account is built on the organization it was created from, its parent organization. A new team organization starts as a copy of the parent organization's setup (see What a new team starts with). After that, nothing is shared between the organizations. Contacts, pipelines and settings stay separate, exactly as described in Multi-Tenancy.

Getting a parent account

You can't create a parent account yourself. The Booked55 team sets one up after talking with you: a Booked55 administrator converts your existing organization into the parent organization of a new parent account, and you add team organizations from there. The parent organization keeps its members, its data and its own subscription (see Billing). Contact us if you'd like one.

Account owners

Every parent account has one main owner: the person the account was set up for. Everyone else with the Owner role in the parent organization is also an account owner. To add another account owner, invite them to the parent organization as an Owner, or make an existing member an Owner there. When an account owner picks the Owner role in the parent organization's Invite User window, it says so: “Owners of this organization are owners of every team in <account> too, and can open any of them.” Taking someone's Owner role away in the parent organization, or removing them from it, ends their account access. Nothing has to change in the team organizations.

In the sidebar of any of their organizations, account owners see a section named after each account they own, right below Overview. Its Team scoreboard entry opens that account's scoreboard across all its organizations.

Account pages sit outside any one organization, like the Organizations page. Opening one signs you out of the organization you were in, the same way switching organizations does, and the page reloads. Organization pages such as contacts, tasks and notifications aren't available there. Account data is only ever read from there, never from inside an organization. Picking an organization in the switcher, or opening one from the Organizations page, signs you back into it and reloads the app.

Only account owners see the account sections and the account pages. Other members of the team organizations, including their managers, use Booked55 as they normally would.

Account owners in team organizations

Every account owner automatically holds an Owner role in every team organization of the account, labelled Account owner on the team's Users page and on their profile there. Nobody has to invite them. They open a team organization like any other organization they belong to: pick it in the organization switcher, or choose Open next to it on the Organizations page. They work in it as themselves, with their own Owner role, and never take up a paid seat there (see Billing).

Someone who was already a member of a team organization before they became an account owner gets their earlier roles back there when they stop being one. Someone who wasn't a member is taken out of the team organization.

An account owner's role is managed by the account

• Inside a team organization, an account owner's role can't be edited or removed, and they can't leave the organization. Their row on the Users page has no edit or remove action, and anything that tries gets: “This person owns the parent account, so their access to its team organizations follows the account. Change their role in the parent organization instead.”
• To change it, change their role in the parent organization. Making someone an Owner of the parent organization gives them access to every team. Taking Owner away there, or removing them from the parent organization, takes that access away from every team.
• A team's manager can't be an account owner. New team refuses one of the account's owners as the manager: “The manager must be someone other than the account's owners.”

The account pages

Outside an organization, the sidebar shows Organizations under All organizations, then a section named after each account you own with its Team scoreboard. An account on a custom plan also has Billing and Waiting for a team there, with a count of the people who have paid and are waiting. These sections show on every page outside an organization, the Organizations page included.

Team organizations on the Organizations page

The Organizations page, which every user has, lists the account's organizations in a section named after the account: the parent organization, marked Parent organization, and every team organization. Organizations of yours that aren't part of the account (such as ones you created on your own) are listed above it. Only the organizations in the account's section are on its scoreboard.

• Open switches you into that organization and takes you to its dashboard, just like choosing it in the organization switcher. Every account owner is an Owner of every organization in the section, so every row has Open.
• New team, in the account's section, creates another team organization in the account. Any account owner can use it. Give it a name (it must be different from your other organizations' names) and the name and email address of its manager, who must be someone other than the account owners. If the manager has already paid through the account's join link, pick them instead of typing their details: while anyone is waiting for a team, New team opens on a searchable list of them (by name, email, or the team and role they typed), and Invite someone else instead switches to the typed form. The seat they paid for becomes their seat in the new team, so they aren't charged again. Every account owner is an Owner of the new team straight away and can open it. The manager gets an email inviting them to manage the team, and the team lists them as Invited until they join (see Invitations to manage a team). Once they've joined, the manager can invite the rest of the team. The New organization button at the top of the page creates an ordinary organization that isn't part of the account. Account owners create organizations only from this page: Create organization in the organization switcher is greyed out for them, with “Account owners create organizations from the Organizations page.” The Organizations button (the grid icon just left of the switcher) that takes them here is shown only to account owners.

Each organization shows its manager in the Manager column. Someone who hasn't joined yet is listed there as Invited, under the name you typed, and Cancel withdraws the invitation. Until they join, Booked55 shows you only the name and email address you entered, never whether that address already has a Booked55 login. When the account's plan has team organizations pay for themselves, there is also a Billed to column (see Choosing who pays for a team). The parent organization's row shows Standard billing there, because it has no billing contact to choose.

Invitations to manage a team

Nobody becomes a team's manager without agreeing to it.

• Someone new to Booked55 gets an email to set their password. Setting it is how they accept, and they then land in the team.
• Someone who already uses Booked55 gets an email saying who invited them and to which team. The invitation waits in the Invitations section of their Organizations page (and in the organization switcher in the mobile app) with Accept and Decline. Nothing about the team is added to their login until they accept, and the account owners learn nothing about them beforehand.

An invitation to someone who already uses Booked55 expires after 14 days. Once it has expired, or has been declined or cancelled, only a new invitation can bring that person into the team. Cancelling the invitation of someone new who hasn't set their password yet also removes them from the team. An account owner can't be invited to manage a team, because they're already an Owner of every team.

What a new team starts with

A new team organization is set up as a copy of the parent organization, so the team can start working straight away. It gets:

• Pipelines and their stages, including stage automation and AI prompts
• Data isolation and access rules
• Scoreboard targets and the growth model
• Organization details: the business profile, logo, location and currency
• Client types, sources, email templates, recurring activities and holidays

It doesn't get any contacts, companies, deals, tasks, events, sequences, newsletters or campaigns, and no integrations, webhooks or API keys. Its only members are the account owners and the manager until the rest of the team is invited.

The copy is made once, when the team is created. Changes you make later in either organization don't carry over to the other.

Deleting a team organization

Any account owner can delete a team organization, from the Danger Zone tab of its Organization page, even though the other account owners are owners there too. It is deleted permanently with all its data, like any deleted organization, and leaves the account's section and its scoreboard.

The parent organization is never deleted from the app, because every team organization in the account depends on it. Its Danger Zone shows Request organization deletion instead of Delete Organization. Any owner of the parent organization can send the request, with an optional reason, and the Booked55 team contacts you and deletes it. The Danger Zone then shows the date the request was sent. For the same reason, the last owner of the parent organization can't leave it.

Team scoreboard

The Team scoreboard entry in an account's sidebar section opens that account's scoreboard. It works like the Team Scoreboard inside an organization, but covers the sales people in the parent organization and every team organization at once. It adds an Organization column and a filter so you can narrow it to one organization.

• Account owners are left out of the account scoreboard, in every organization, the parent organization included.
• Each rep is scored against their own team's scoreboard targets, so teams with different targets can still be compared fairly.
• Pick the period with the date range selector. A range can cover at most one year.
• Tick Group by team to see each organization as its own block, headed by its name, rep count and average score. Teams are listed by average score, best first. Clicking the Score column flips that order. The other columns sort the reps within each team.

To dig into one rep's own scoreboard, open their organization first. See Scoreboard for how scoring works.

Billing

The parent organization and the team organizations are billed separately. The parent organization is always billed on its own, like any standard organization. The team organizations follow the account's pricing, set in your agreement with Booked55. Account owners never pay for a seat in a team organization, under any pricing, and are never counted as members of one.

The parent organization

Whatever pricing the account has, the parent organization is billed like any standard Booked55 organization, on its own subscription paid by its owner from its Settings → Billing: $129 a month including one seat, plus $59 a month for each other member. Every member of the parent organization counts, its other owners (the account's co-owners) included. Becoming a parent account doesn't change its subscription; it simply keeps its standard billing. The parent organization has no billing contact to choose: billing contacts are only for team organizations.

Team organizations

How team organizations are billed depends on the account's pricing:

• Standard. Each team organization has its own subscription, like any other organization, managed from its own Settings → Billing: $129 a month with one seat included, plus $59 a month for each other member. Account owners aren't counted, so a team whose only other member is its manager costs $129 a month. A team organization you create with New team goes through the same setup and billing steps as any new organization when you first open it.
• Comped (billed through the parent account). Booked55 invoices the account directly. In those team organizations, Settings → Billing says that billing is managed through the parent account and to contact your account administrator. When an organization runs out of included credits, the message asks you to contact your account administrator rather than turn on overage.
• Custom plan. The team organizations are billed the way the plan negotiated with Booked55 says. Depending on the plan, that can be:
  • A seat per member, paid by each member with their own card. See Paying for your own seat.
  • A price per team, paid with the card of the team's billing contact. The billing contact sees it on the My seat tab of their profile: “You pay for your team's subscription with your own card.”
  • One consolidated bill for the whole account, paid by the account's main owner.
  Account owners are never counted as members on a custom plan. A team organization's own Settings → Billing has no subscription to manage; it shows the period's credit usage.

Choosing who pays for a team

When the account's custom plan has each team organization pay for itself, the Organizations page shows a Billed to column in the account's section. An account owner picks each team's billing contact there: Team owner (default), which is the account's main owner, or one of the team's managers. The change saves as soon as you pick. The billing contact pays the team's subscription with their own card, and invite requests from the team's other managers go to them for approval. When the account itself pays, requests go to the account owner. The parent organization's row shows Standard billing instead of a choice.

Paying for your own seat

When the account's custom plan has each member pay for their own seat:

• New members pay before they start. After you accept an invitation and finish setting up, Booked55 asks you to pay for your seat. Choose Pay now to add a card on a secure Stripe checkout page. You get into the organization as soon as the payment goes through.
• Members who were already on the team when the agreement started keep working until a set date. Until then a reminder at the top of the page shows the date to add a card by.
• The My seat tab on your profile shows what you pay and when it renews, and has Manage card and invoices for changing your card or downloading invoices.
• Cancelling. Someone who pays for their own seat, or a billing contact who pays for their team, can choose Cancel subscription on the My seat tab. It ends at the end of the current period, not straight away, and Resume subscription undoes it until then. After a cancelled seat ends, you stay a member of the team but have to pay again to use it. When a billing contact cancels the team's subscription, everyone in the team loses access at the end of the period unless it's renewed; the team organization and its data are kept, not deleted. A subscription the account pays for can't be cancelled from My seat.
• Leaving or being removed from a team organization updates the seat count. Where each person pays, the person's seat subscription ends at the end of its current period. See Removing users.
• If a payment fails and isn't fixed in time, Booked55 shows a payment screen instead of the organization until you pay. You can still switch to another organization or sign out.
• Account owners don't pay for a seat in any team organization. The parent organization is billed separately, on its standard subscription (see The parent organization).

Join link: pay first, join a team later

When the account's custom plan has each member pay for their own seat, an account owner can create a join link on the Waiting for a team page of the account pages. Share it with a group, for example on a call, and each person who opens it:

• enters their name, work email, phone number, which team they're on and the role they play or want on it (for example manager or sales rep), in their own words. Every field is required;
• pays for their seat straight away with a card, on a secure Stripe checkout page. The first payment is taken at once, and back in Booked55 they're told they'll be notified when their account is ready to use. The same page lists the details you received, so they can check them.

Each email address pays once per account. Before sending anyone to the payment page, Booked55 checks for an earlier form with the same email:

• Filled in but not paid yet: the newest details replace the earlier ones, and any payment page opened earlier stops working, so only the latest one can be paid. The confirmation page of an earlier form still shows its status, but no longer shows any details, because the newest form may have been filled in by someone else.
• Already paid: the form says so and doesn't charge them again. The account owner will add them to a team.
• Already has a seat in one of the account's teams: the form tells them to sign in instead.

Paying doesn't give them access yet. They appear on the Waiting for a team page, with the phone number, team and role they typed, until an account owner acts. The role they typed is only a hint: the owner picks the real role when assigning them.

• Assign puts them in one of the account's team organizations as a manager or a sales rep. Someone new to Booked55 gets an email to set up their account; someone who already uses Booked55 gets an invitation to accept. The seat they paid for carries over, so they aren't charged again and don't see a payment screen. If they already have a seat in another of the account's teams, the new payment is refunded instead. To make someone waiting the manager of a team that doesn't exist yet, pick them when you create it with New team. An owner of the account can't be assigned: owners already reach every team and pay no seat, so decline their request to refund it.
• Decline is for someone who isn't on any of the account's teams. Their subscription is cancelled and what they paid is refunded. You're asked to confirm it's you first.

The link keeps working, so people who join later can pay and wait to be added the same way. The full link is shown only when it's created. Regenerate makes a new one and stops the old one working at once, and the on/off switch pauses it. The join link is available only on custom plans where each member pays for their own seat.

The join page shows your company logo at the top, taken from the parent organization's logo. Under the link on the Waiting for a team page you can also upload an image, such as marketing material, which appears beside the form on large screens and above it on phones. PNG, JPG or WebP up to 5 MB; a tall image works best. Replace or remove it at any time; making a new link keeps it.

Booked55 support can do all of this for you too: create or switch off the link, and assign or decline the people waiting. Contact support if you'd rather not do it yourself.

The Billing page

In an account on a custom plan, the account pages include a Billing page for every account owner. It lists everyone who pays under the plan, what they pay, and whether their payment is active, waiting for a card, or overdue. Payments themselves are made by each payer; the page is for keeping track. Contact Booked55 to change the plan.

See Business & Billing for the other billing-related settings.

Where you can use it