> ## Documentation Index > Fetch the complete documentation index at: https://docs.book2befit.com/llms.txt > Use this file to discover all available pages before exploring further. # Team & Roles > Invite coaches and admins, manage permissions, and assign schedules. 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. ## Roles | Role | What they can do | | --------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Owner** | Full control: billing, invites, roles, and organization settings. Only one owner per organization. | | **Admin** | Manage team, locations, activities, sessions, and bookings. Cannot manage billing or delete the organization. | | **Coach** | Access to their own schedule only. Can check in clients and (if enabled) create sessions. Cannot access clients, payments, products, settings, or team management. | ## 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: | Field | Notes | | ------------------- | --------------------------------------------------------------------------------------------------- | | Email | Required. The invite is sent to this address. | | Role | Admin or Coach. | | Full name | Optional. | | Phone | Optional. | | Start date | Optional. | | Date of birth | Optional. | | Notes | Optional internal notes, not visible to the team member. | | Public display role | Optional. Shown on your public booking page instead of the internal role (e.g. "Personal trainer"). | Click **Send invite** or **Add to team** to confirm. ## What the invited person experiences ### 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**. ### 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**. Invite links expire after 7 days. Pending invitations are listed at the top of the Team page with an expiry date. You can cancel a pending invite or resend it from there. The invited person must use the same email address the invitation was sent to. If they sign in with a different account, they'll see an error and can switch accounts from that screen. ## 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. ## 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. ## 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. ## 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. ## 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. ## Role permission matrix | Feature | Owner | Admin | Coach | | --------------------- | ----- | ----- | ---------- | | Dashboard & analytics | ✓ | ✓ | — | | Sessions (view) | ✓ | ✓ | Own only | | Sessions (create) | ✓ | ✓ | If enabled | | Sessions (delete) | ✓ | ✓ | — | | Bookings | ✓ | ✓ | View only | | Clients | ✓ | ✓ | — | | Payments & invoices | ✓ | ✓ | — | | Products | ✓ | ✓ | — | | Team management | ✓ | ✓ | — | | Settings | ✓ | ✓ | — | | Billing & plan | ✓ | — | — | Their sessions remain scheduled and visible in the dashboard. You can reassign them to another coach from the session's edit panel. Yes. A person can be a member of multiple organizations with different roles in each. They switch between organizations from the account menu.