A "Team" is a collection of accounts that all share access to a single BookingNinja account, with different levels of access you can control via the "Manage Team" settings. #
You already have a team setup when you join BookingNinja, though it'll just be you, so it's a bit lonely.
You can use teams to easily give your staff their own BookingNinja logins and passwords, and revoke access if they leave. You can also use teams to set different access for different staff members, simplifying the UI and avoiding unwanted changes to the settings.
We STRONGLY suggest you use this feature instead of sharing passwords from your main account, which is a significant security risk.
Setting up a Team
You can view your team at any time by clicking your account name in the top right hand side of the screen and clicking "Manage Team".
Any additional venues you create will be created under this team and any users assigned team access will also be able to switch to these additionally created venues.
Inviting a New User
On the team management page you be able to invite a new user. You'll only need a few details, as we'll gather what they want their password to be from them during the on boarding process.
For teams we do not verify email addresses; so you may invite team members using a bogus email (for example [email protected]). Just be aware that they will not be able to reset their password and you'll have to recreate an invite in these cases.
If you want to send the invite over another platform, or just wish to set them up in person then under their name on your users list you'll see a Copy Invite Link button; Clicking this will add a URL they can finalise their setup on.
Team Member Roles
Each team member can have one of two roles:
Full Control allows this user to do everything you can do. This includes setup subscriptions, manage and delete stores, and add and remove new team members. Any admin can also remove other admins so only invite very trusted users!
The second option is Limited User. By default these can do most day to day operations within BookingNinja, such as setting up sessions, configuring yield, adding bookings etc.
Controlling Limited User Access
By default, Limited Users can access a fairly wide range of options on BookingNinja. Basically anything we think staff on the ground might need to manage a venue.
However, you may want to control in more granular level what team members can and can't do. To do this, click the "Define Your Own Permissions" button. This will bring up all permissions - for example:
Limited users will then be presented with a version of BookingNinja that does not allow them to access (or see) features they have not been granted access to.
Making limited accounts can speed up service, reduce mistakes and minimise the need to train staff on more complicated features of BookingNinja, so we strongly recommend taking the time to play with these settings.
Once you've defined the users permissions hit the invite button. This will send them an email if they are not already a user of BookingNinja with a link they can use to join your team. If they are already a user they'll be presented with your invite in their control panel.
Managing Users
Any admin can edit a Limited user access at any time, and the changes to their account will be reflected within five minutes.
If a limited user or admin is removed, then they are instantly revoked from your venue.
If your venue was the only account associated with that user, their user account will be removed from the platform.
F.A.Q
Can I be part of multiple teams?
Yes. If you've been invited to multiple teams you will see a venue drop down within your control panel. The venue you are currently viewing determines what team you are currently 'within'. Each team you are part of may have it's own permissions system. This is especially useful for consultants and developers who may manage multiple venues
What details do other team members see?
When you are part of a team, the other team members may see your email address and name. Your password is not shared, and profile defined options are exclusively yours.
Can I set each team member to be able to access certain stores only?
We plan to roll this out, but want to see the general usage and interest in the teams feature first. If this is something you'd like to see then feel free to suggest it using the suggestions feature on the site.
Can I use this to transfer my venue?
You can use the teams feature to move your venue to new ownership. Simply add the user wish to transfer to as an admin, and then once they have accepted - leave the team. Keep in mind you will need to organise with the new owners stripe account access and any applicable data laws in your country.
Older Accounts: Conversion from Organisations
BookingNinja used to support a feature called 'organisations'. If you have an account older then 8th October 2024, you will have been converted to the teams system automatically, with previous 'Admin' users being granted full control and 'Staff' accounts being placed on Limited Access.