Getting started
Invite your team
Inviting staff, the starter roles, and what each person sees.
Everyone who uses BookandManage gets their own sign-in. There's no limit on how many people you invite, and no extra cost per person.
Invite someone
- Go to Team, People and choose Invite someone (or use the Team overview).
- Fill in their first name, last name, work email, job title, mobile (optional), their role and where they work (a location).
- Send the invitation. They get an email with a link to set their password.
The invitation link works for 7 days and is shown only once. If your business email isn't connected yet, or the email doesn't arrive, copy the link and send it to them yourself. Making a new link stops the old one working.
When they open the link they choose a password, confirm it, and they're in.
Choose the right role
A role decides which areas a person sees and what they can do there. Every new business starts with five roles you can use straight away, rename, change or delete:
| Role | Good for | Can |
|---|---|---|
| Manager | Running the business day to day | Everything except making Super Admins |
| Booking Agent | The front desk | Bookings and customers, see finance, take payments and invoice, rent-to-own, reports |
| Fleet Manager | Whoever looks after the cars | The fleet, bookings and customers, reports |
| Accounts | Bookkeeping | All of finance including approving and paying out refunds, rent-to-own including cancelling, reports, the audit log |
| Workshop | Mechanics and detailers | The fleet only |
Super Admin is built in. It always has every permission, can't be restricted, and only a Super Admin can make someone else a Super Admin. The account owner is always a Super Admin.
You can build your own roles from 15 permissions. See Team, roles and tasks.
What people see
People only see the areas, tabs and buttons their role allows. For example:
- Without See finance, someone won't see the Finance area, the overdue total on Home, or prices in history downloads (they get the file with amounts hidden).
- Without Manage website widgets, someone won't see Channels.
- Without Change settings, someone can't change your settings and won't be shown the setup wizard.
Managing people later
From Team, People you can edit someone's details or role, resend or copy an invitation, cancel an invitation, send a password reset link (it works for an hour, and the link is shown to copy if email isn't set up), suspend access, and restore it again.
People show as Active, Invited (not signed in yet) or Suspended.
There are a few safety rules: you can't change your own role, change a role that can do more than yours, or give a permission your own role doesn't have.
Something unclear or out of date? Tell us and we'll fix the page.