Employees

What the page is for

This is where the customer invites his employees into the app. An employee gets his own login and can see and reply to all of the company's enquiries. If the customer's primary goal is Book phone meeting, Book video meeting or Book appointment, this is also where each person gets his own calendar and his own booking settings, so the appointments can be spread across several people.

The tab belongs to the owner. An employee does not see it in the menu and cannot open it through the address.

In the menu the Employees tab sits last in the ACCOUNT section, below Appearance.

What it looks like

At the top a blue banner with Employees, a line about what the tab does, and the button Invite employee on the right.

Below it the list Your team. How the rows look depends on what the company books:

• For the other goals (for example Book inspection): at the top a row called You (the owner himself), then one row per employee with name and email address and a bin button on the right. If there are no employees yet, it says "No employees yet. Send an invitation above."
• For phone meeting, video meeting or Book appointment: at the top a row called You (the owner himself), then the employees. Each row is clickable and opens Booking settings for that particular person. If the person takes part, there is a green dot with Receives bookings on the right. Above the list there is also the picker Distribution with Even and Prioritised, as soon as at least one employee takes part.

Whatever the goal, every row, including You, has a small picker Role on the right.

In the list header, for the three calendar goals, is the line "Booking distribution will be switched on in a coming update."

Buttons and fields

Invite employee

Opens a window with the fields Name (required), Email (required) and Role (optional, set to No role to begin with). There is no longer a phone field (9/10-2026): reminders about meetings come as a notification in the app. Send invitation sends an email to the address with a link where the employee creates his own password, and the customer sees "Invitation sent". If the person has been invited before, it says "The invitation was sent again". If the name is missing, "Enter the employee's name" is shown; if the email is misspelled, "Enter a valid email address", and nothing is sent. Cancel closes without sending anything. If the invitation was sent but the role could not be saved, it says "The invitation was sent, but the role was not saved"; then choose the role on the row afterwards.

Role (the picker on each row)

Says what the person works with: Sales, Receptionist or Support, or No role. The owner also chooses his own role on the row You. The choice is saved immediately, and the customer sees "Role saved". The role can be chosen even before an invitation is accepted. Only the owner can set the roles, an employee cannot.

Remove (delete) the employee: the bin button on a row (for the other goals)

This is how the customer deletes an employee from the company. The button asks "Remove employee?" and explains that the person loses access to the company's enquiries. Remove closes the access immediately, and the customer sees "The employee was removed". The row disappears from the list, but the person can be invited again later. The employee's user account is not deleted by the customer here, only the access to the company.

A row in the list (for phone meeting, video meeting or Book appointment)

A click opens the window Booking settings for that person. The owner's own row is called You and opens the company's shared settings, that is the same ones as in the booking settings of the calendar.

Receives bookings (the toggle at the top of the window)

Switches on or off whether NEW meetings are placed in that calendar. Switched off, no new meetings are booked, but existing appointments remain. For the owner it applies to the owner's own calendar, for an employee to that person's own. The toggle saves itself, and the customer gets a short message such as "This person now takes part in phone booking". An employee who has not accepted his invitation yet has no toggle: it says "This person has not accepted the invitation yet. The booking settings can be edited once the invitation is accepted."

The fields in Booking settings

In an employee's window: Name (the name shown in the list), Blocked for new bookings, "How many appointments can run at the same time?", "How many appointments can this calendar hold in one day?" (the first choice is No limit), Available times, Minimum notice, Booking window and Sync with your calendar. The owner's window has the same fields plus Duration, which is shared by everyone and therefore does not exist per employee, and Reminders for your customers. Neither window has Reminders with their own phone numbers any more (9/10-2026): the owner's and the employees' reminders come as a notification in the app. Each field saves itself, so there is no save button: the window is closed with Close. If a save fails, it goes yellow next to the field it concerns, with Try again.

Distribution: Even and Prioritised

Two buttons that choose the model for how new bookings are spread across the calendars that receive bookings. Even is the default. If Prioritised is chosen, the customer can set the order himself: on a computer the people are dragged with the handle on the left, on phone and tablet Move up and Move down are used. The choice is saved immediately ("The distribution model was saved"), and the order is saved every time it changes ("The order was saved"). The picker is shown only when at least one employee takes part, and the list header itself writes "Booking distribution will be switched on in a coming update."

Remove (delete) the employee: the button "Delete employee" inside the window

The same action as the bin, but here it also mentions that the person's calendar profile is deleted. Remove confirms, the window closes, and the row is gone.

What the customer sees afterwards

The role does not change what the person can see or do in the app. It is a label that sits on the person in the team.

An invitation immediately sends an email to the employee with a link to create his own login. Once the person has accepted, he can see and reply to all of the company's enquiries, including conversations he did not start himself, and he can be chosen as owner of an enquiry under Conversations. If an employee is removed, his enquiries there go back to "Unassigned".

If Receives bookings is switched on for a person, that person's own calendar is created with its own times and limits. If it is switched off again, no new meetings are placed in the calendar, but appointments already there remain. If an employee is removed, he loses access that same moment, and his calendar profile is deleted.

An employee's reminders about his own meetings come as a notification in his own app, when he has got the app and switched notifications on. Otherwise the owner gets the reminder in his app. There are no SMS reminders to employees, and the invitation no longer asks for a phone number.

Typical questions from the customer

"My employee has not received the invitation"

Ask the customer to open Invite employee and send to the same address again; then it says "The invitation was sent again". Check the spam folder too, and that the address is spelled correctly. The row is in the list even though the invitation has not been accepted yet.

"Can my employees see all customers and conversations?"

Yes. An employee sees and can reply to all of the company's enquiries. There is no split where an employee only sees his own.

"Can my employees see Products and services?"

No. The Products and services tab under Settings is only for the owner, and an employee does not see it in the menu.

"How do I make sure the meetings are spread between us?"

Switch Receives bookings on for each person who should have meetings, and choose Even under Distribution. If one particular person should have them first, choose Prioritised and put the people in that order.

"An employee is on holiday, what do I do?"

Open the person's Booking settings and switch Blocked for new bookings on, or switch Receives bookings off. Appointments already booked remain.

"What does the role mean, and does it give less access?"

The role only says what the person works with: sales, receptionist or support. It gives neither more nor less access; everyone in the team still sees all of the company's enquiries.

"I have removed an employee, can I take him back?"

Yes, send a new invitation to the same address. The person's earlier booking settings are gone and are set up from scratch.

Limitations and errors

There is only one kind of access: the roles Sales, Receptionist and Support are work roles, not permission levels, and there is no way to give an employee limited access. Only these three roles exist. The customer cannot change an employee's email address or password from here; the email the invitation was sent to is the one the person logs in with.

The rows with a calendar per person and the picker Distribution are only shown when the customer's primary goal is Book phone meeting, Book video meeting or Book appointment. For Book inspection and Buy on website the list is the simple version with name, email, role and a delete button.

Error messages: "Could not send the invitation", "Could not remove the employee", "Could not load the calendar profiles. Please try again.", "Could not save the distribution model", "Could not save the order", "Could not save the role" and "Could not update". They all mean that the action was not completed. On an error with the calendar profiles the toggles are switched off until the list can be loaded again.