Inviting Users

Each person you invite takes a seat in your organization. Owners and managers can invite teammates from the Users page. Only an owner can invite someone as an owner or a manager, so a manager's Invite User window offers only Operator and Sales Person.

An owner's invite always goes ahead. A manager's invite goes ahead too, unless someone else pays for the new seat. Then it becomes an invite request that waits for the person who pays.

How to invite a teammate

1. 1

   Open Users

   In the sidebar, go to Workspace → Users.

2. 2

   Click "Invite User"

   The Invite User window opens.

3. 3

   Enter their Full Name and Email Address

   Both are required. Use the address they will sign in with.

4. 4

   Select their roles

   Sales Person is ticked by default. Tick every role they need; at least one is required. Only an owner can invite someone as an Owner. See Roles & Permissions.

5. 5

   Click "Send Invitation"

   During a free trial the person is added straight away. On a paid plan, an owner gets the payment page for the new seat in a new tab (see below). A manager whose invite needs someone else to pay sees "Request sent to <name> for approval" instead (see Invite requests).

Paying for the seat

What happens after Send Invitation depends on your subscription:

• During a free trial — The seat is free. Booked55 adds the person and sends the invitation straight away.
• On a paid plan — Booked55 creates an invoice for one extra seat, due within 7 days, and opens its payment page in a new tab. Nothing is sent to the person yet. As soon as the invoice is paid, Booked55 adds them and sends the invitation. When a manager invites, this becomes an invite request for the owners, and the Invite User window says so before you send.
• On an enterprise plan — While the organization has committed seats left, the person is added straight away. Past them, the window warns “This adds a seat beyond your plan” and shows what your card will be charged; the button reads Confirm and add user. A manager's invite past the committed seats becomes an invite request for the owners.
• Where each person pays for their own seat (some parent accounts) — The invitation goes out straight away. The window tells you what the person will be asked to pay when they first sign in.

If you close the payment page, the invoice is still waiting. Owners can find it under Workspace → Organization → Billing tab → Pending Invoices and click Pay. When the AI assistant invites someone on a paid plan, its card shows a “Pay for this seat” link to the same invoice.

Invite requests

When a manager invites someone and the seat is paid for by someone else, Booked55 doesn't send the invitation. It sends a request to whoever pays, and the manager sees “Request sent to <name> for approval”. Nobody is added and nothing is charged until the request is approved.

There is no request, and the invitation goes out as usual, when:

• the organization is on a free trial;
• each person pays for their own seat;
• the organization is on a free (comped) account;
• an enterprise organization still has committed seats left;
• the manager who invites is the one who pays for the organization.

Approving or declining a request

The approver gets an email titled “<manager> wants to add <name> to <organization>”. Its Review request button opens the Users page of that organization, even if you're signed in to a different one. The email also lists the steps to get there without the link: sign in, switch to the organization, open Users, and find the request under “Requested by <manager>”.

On the Users page, requests are in the Invite Requests box above Pending Invites, grouped by who asked (“Requested by <name>”). Each row shows the person's Name, Email, Roles, the status Awaiting approval, and when it was Requested.

• Approve & pay (or Approve on a parent account) — For the approver. What happens next is in the table above.
• Decline — For the approver. Booked55 asks you to confirm, then removes the request. Nobody is invited and nothing is charged. The manager who asked gets an email saying the request was declined, and by whom.
• Cancel request — For the manager who asked, and for owners who aren't the approver. It withdraws the request without emailing anyone.

Only owners, the manager who asked, and the named approver see a request. Other managers don't.

What the invited person gets

• Someone new to Booked55 receives an email titled “Invitation to join <your organization> on Booked55” with a Set Up Account button, where they choose a password.
• Someone who already has a Booked55 account (for example in another organization) gets an email titled “<you> invited you to join <your organization> on Booked55”, and isn't added until they accept. They accept or decline under Invitations on their Organizations page, in the organization switcher, or on the organization picker when they sign in (web and mobile). The invitation expires after 14 days; Resend opens it again. See Multi-Tenancy.
• Someone with an account whose email was never confirmed is added and gets the same email with a Set Up Account button. Nothing on their account changes when you invite them. They can open your organization once they confirm the address, either with the 6-digit code Booked55 sends when they sign in, or by setting a password from the Set Up Account button. See Confirm your email.

You can't invite someone who is already a member (“User already in organization”) or who already has a pending invitation to your organization.

Until the person joins, your organization sees the same thing whichever of these applies: the same answer when you invite, the same row in Pending Invites, and the name you typed. They don't appear on the Users page until they've joined, and nobody in your organization can tell from Booked55 whether the address already had an account. Their seat is counted from the invitation, as it is for someone new.

Pending Invites

Invitations that haven't finished show in the Pending Invites box at the top of the Users page, with the person's Name, Email, Roles, Status and when they were Invited.

Once someone has joined, their invitation leaves the list.

Resending an invitation

Click Resend on the invitation's row.

• For a Completed invitation, Booked55 emails the person again: a fresh Set Up Account link, or a new invitation to accept (with a new 14-day expiry) if they already have an account. If the person has already joined, it tells you so instead; if they can't sign in, they can use Forgot password on the sign-in page.
• For a Paid invitation, Booked55 tries adding the person again.
• For a Pending invitation, Resend only works once the invoice is paid. Until then you'll see “Payment is still pending for this invitation”.

Cancelling an invitation

Click Cancel on a Pending invitation. Booked55 voids its seat invoice, so nothing is owed, and removes the invitation. Owners can also cancel from Pending Invitations on the Billing tab.

A Completed invitation can also be cancelled until the person joins. They can no longer join from it, and their seat comes off at your next renewal, the same as removing a member. A paid seat isn't refunded. Once someone has joined, remove them from the organization instead.

Removing users

Owners can remove anyone except themselves. Managers can remove only members who are just Sales Person and/or Operator; the remove icon doesn't appear on anyone else's row. On the Users page, click the remove icon on the person's row (“Remove user from organization”), then Remove User. Their contacts, tasks and other data stay with the organization. You can't remove yourself here; to leave an organization, use Leave Organization on your Profile's Account tab. Nobody can remove the last owner. In a team organization of a parent account, nobody can remove a member marked Account owner: their role is managed by the parent account. Nobody in the team can remove a member marked Added by the account either: an account owner takes them out of the team on the account's People page.

Removing someone lowers the seat count from the next renewal:

• Standard subscription — You pay for one seat fewer from the next renewal. There's no refund for the current period.
• Where each person pays for their own seat — Their seat subscription ends at the end of its current period.

Leaving an organization updates the seat count the same way.

Because removal can't be undone, Booked55 asks you to confirm it's you first: with the code from your authenticator app if you have one set up, otherwise your password, or, if you sign in with Google, Microsoft or Apple and have no authenticator app, a 6-digit code it emails you. After that it won't ask again for 10 minutes. If you cancel, nobody is removed. See Confirming it's you.

The AI assistant can't remove anyone from the organization. It gives you the link to the Users page instead.