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Invite, Activate or De-activate Members

Add each person who works in your account as a team member so they get their own login, show up in your calendar and can be assigned chats. This page covers inviting someone, how they accept, and switching members off when they leave.

Before you start​

  • Only the account Owner and Administrators can add, edit, deactivate or reactivate team members.
  • Each active team member uses one seat. If every seat is used, deactivate someone or add an Extra user. See Seats.
  • Decide the member's role first. See Roles and Permissions.

Invite a team member​

  1. Go to Settings > Team Members and click + Add Team Member.
  2. Fill in First Name, Last Name, E-Mail, Country Code and Mobile No. The email becomes their login and cannot be changed later.
  3. Choose the User Access Role.
  4. Tick any options you need:
    • Internal Staff/Not Available for Appointments: the member does not take bookings, so clients cannot book them.
    • No Application Access: add the member for bookings and records only. No invitation is sent and they cannot log in.
    • Under Granular Access, hide parts of the app from this member. See Granular access.
  5. Under Workspaces, choose every workspace they work in.
  6. Click Save. You see Team member created successfully and the member appears with the status Invited.
The New Team member form with name, email, mobile number, User Access Role, the Granular Access checkboxes and the Workspaces field

Whautomate emails the member an invitation to activate their account.

Resend an invitation​

If the member cannot find the email, ask them to check their spam folder. Then, on the Team Members page, click Resend Invite next to their Invited status. You see Team member invited successfully!

Accept an invitation (for the new team member)​

  1. Open the invitation email from Whautomate and click ACTIVATE.
  2. On the Activate Account page, enter a Password and type it again in Confirm Password. Use at least 8 characters, with at least 1 uppercase letter, 1 lowercase letter, 1 number and 1 special character, and no spaces.
  3. Click Submit. You see Password has been set! and go to the login page.
  4. Log in with your email and new password.

If the page says the link is not valid, use the latest invitation email or ask your administrator to resend it.

The Activate Account page with the Password and Confirm Password fields

Deactivate a team member​

Deactivate a member when they leave or no longer need access. Their history stays in your account.

  1. Go to Settings > Team Members.
  2. On the Active Staff tab, find the member and switch off the toggle in the STATUS column. You see Team member status updated successfully!

The member moves to the Inactive Staff tab, is signed out on every device, and can no longer log in. They no longer use a seat.

The Inactive Staff tab with a switched-off team member and the STATUS toggle off

Reactivate a team member​

  1. Open the Inactive Staff tab.
  2. Switch on the toggle in the STATUS column.

Reactivating needs a free seat.

Edit a team member​

Click Edit Team Member (the pencil) in the ACTIONS column to change the name, phone, role, permissions or workspaces, then click Save. Changing someone's role or permissions resets their custom sidebar order to the default.

note

You cannot tick No Application Access on your own account, so you never lock yourself out.

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