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Inviting Team Members - Add Staff to Your Account

5 min read Beginner For Owner Updated about 2 months ago
Quick Answer
To invite a team member, go to Account → Account Info → User Management, click Add New User, enter their email and name, select their role, and click Create. They will receive an invitation email.

Inviting Team Members

Add staff to your RecSystems account so they can help manage bookings and operations. Here's how to invite new team members.

Who Can Add Users

Only Admin users can add new team members. If you cannot see the option, check your role or ask an admin.

Adding a New Team Member

Step 1: Go to Team

Navigate to Account → Account Info → User Management.

Step 2: Click Add New User

Click Add New User to open the form.

Step 3: Enter Their Information

Fill in:

Field Required Notes
Email Yes Must be valid, will receive invite
First Name Yes Their first name
Last Name No Their last name
Phone No Optional contact number

Step 4: Select Role

Choose their access level:

Employee:

  • Day-to-day operations
  • Booking management
  • Check-ins/check-outs
  • Basic dashboard access

Admin:

  • Full system access
  • Settings and configuration
  • Financial reports
  • User management

Step 5: Create User

Click Create User to send the invitation.

What Happens Next

Email Sent

The new user receives:

  • Welcome email
  • Temporary password
  • Login instructions
  • Link to confirm account

First Login

They must:

  1. Click link in email
  2. Confirm their email address
  3. Change temporary password
  4. Set up their account

Password Expiration

Temporary password expires after 24 hours. If not used, you may need to resend.

Managing Users

User Actions

From the User Management page, you can:

  • Edit - Update user details
  • Reset Password - Send a new password reset link
  • Deactivate - Remove their access

Checking Status

User statuses:

  • Unconfirmed - Invitation sent, not yet confirmed
  • Confirmed - Email confirmed
  • Active - Account is active
  • Inactive - Access has been deactivated

Adding Multiple Users

For several team members:

  1. Add one at a time
  2. Each gets their own invitation
  3. They confirm independently

Tips for Success

Before Adding

  • Verify email address
  • Decide appropriate role
  • Plan training approach

After Adding

  • Let them know to check email
  • Explain their role and access
  • Provide initial training
  • Be available for questions

Role Selection

  • Start with Employee for most staff
  • Only give Admin when needed
  • Can change roles later

Troubleshooting

Email not received

  • Check spam folder
  • Verify email address is correct
  • Resend invitation

Cannot add user

  • Verify you have Admin role
  • Check if email already exists
  • Try different browser

User cannot log in

  • Ensure they confirmed email
  • Check password was changed
  • Verify account is active

Related Articles:

Frequently Asked Questions

How do I add a new team member?
Go to Account → Account Info → User Management, click Add New User, enter their email and name, select Employee or Admin role, and save. They receive an email with login instructions.
What information do I need to add someone?
You need their email address and name. You will also select their role.
What happens after I invite someone?
They receive an email with a temporary password. They must confirm their email and set a new password on first login.