Team & Roles

Book2befit supports multiple team members with distinct roles. Each role controls exactly what a person can see and do inside the dashboard so everyone has just the right level of access.

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Roles

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Adding a team member

Go to Team and click Add team member. A panel opens with two modes:

• Send invite — sends an email invitation to someone who does not have a Book2befit account yet (or who you want to invite regardless).
• Add existing — adds someone who already has a Book2befit account directly to your organization, without sending an invite email.

Both modes share the same form fields: Click Send invite or Add to team to confirm.

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What the invited person experiences

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If they already have an account

They receive an invitation email. Clicking the link opens a page showing the organization name and two buttons: Sign in to existing account or Create a new account. They click sign in, enter their credentials, and the invitation is accepted automatically. They are redirected to their dashboard — coaches land on My Schedule, admins and owners land on Dashboard.

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If they don’t have an account yet

1. They click the invitation link in their email.
2. The invite page shows the organization name and sign-in / sign-up buttons. They click Create a new account.
3. They fill in their email (must match the address the invite was sent to), password, and password confirmation.
4. After submitting they see a “Check your inbox” screen. They open the confirmation email and click the link inside.
5. On the confirmation page they click Confirm my email.
6. They are sent back to the original invite link, which automatically accepts the invitation.
7. They are redirected to their dashboard — coaches land on My Schedule, admins land on Dashboard.

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Pending invitations

The top of the Team page shows all invitations that have been sent but not yet accepted. Each entry shows the email, role, who sent the invite, and the expiry date. Invitations expiring within 24 hours are flagged with an “Expiring soon” badge. Admins and owners can cancel a pending invite using the Cancel invitation button on that entry.

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Changing a team member’s role

Open the member’s detail panel on the Team page and update their role. The change takes effect immediately. Only the Owner can change roles.

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Coach schedule view

Coaches land on My Schedule after signing in — a personal view showing only the sessions assigned to them. From there, coaches can:

• See their upcoming sessions and booked clients
• Check clients in or mark no-shows
• Create sessions (if the org setting is enabled)

Coaches do not see other coaches’ sessions, client contact details, payment data, or settings.

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Enabling coach session creation

By default, coaches cannot create new sessions. To change this:

1. Go to Settings in the sidebar.
2. On the Organization tab, find the Coach permissions card.
3. Toggle Allow coaches to create sessions on.

Coaches can create sessions but cannot delete them. That remains Owner and Admin only.

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Removing a team member

Open the Team page, find the member, and click Remove. Their account is not deleted — they simply lose access to your organization. If they belong to another organization, they keep access to that.

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Role permission matrix

What happens to sessions if I remove a coach?

Their sessions remain scheduled and visible in the dashboard. You can reassign them to another coach from the session’s edit panel.

Can a coach be in multiple organizations?

Yes. A person can be a member of multiple organizations with different roles in each. They switch between organizations from the account menu.