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Adding a new team member to your Bookem account

Bookem allows you to add as many team members as you want.

Each subscription plan includes 3 bookable team members, with admin access always free. Additional bookable team members will incur extra charges.

Follow each step below carefully to fully set up your team members:

  1. Add a team member

  2. Set up availability for the team member

  3. Associate the team member with services

  4. Billing and document settings

How to add a new team member

Follow these steps:

1. Go to Settings > Team members

2. Click '+New Team member' at the top right

3. Enter the team member's name and surname

4. Associated location and associated group

5. Indicate if they can be booked

  • Ticking 'This team member can be booked' means that they will be made available for bookings. If this team member is, for example, part of your admin team, this box should NOT be ticked

6. Click 'Invite team member to Bookem'

A drop down will appear to enter their email and specify what type of access they have:

  • Admin access - Allows a team members to create and remove other team members, services, locations and other resources. It also allows editing business information and exporting information from Bookem

  • Standard access - Limits team member from changing the business setup, but allows them to create and manage bookings. Even though they can see information, standard access restricts them from exporting information like invoices and client lists

6. Finally, click 'Add team member'

Once your new team member accepts the email invitation, they’ll need to set up a password to access your business profile on Bookem.

Take a breath, there are a few more steps before their setup is complete. Let's go.

Set up availability for team members

Accurately setting your team member's availability will ensure they are booked only during their available times at designated locations.

Follow these steps:

1. Go to Availability in the main menu

2. You can set available and unavailable time by selecting '+ Availability' or '+ Time off'

NB: Bookem assumes you are unavailable if you have not made yourself available)

3. Ensure you select the new team member from the 'Resources' drop-down at the top of the page

4. Then enter the start and end time of your availability interval in the 'From' and Until' fields

5. If applicable, tick the 'Repeat' checkbox and set the recurrence frequency

6. Select the resources this availability interval applies to

7. Click 'Save'

Click here to learn more about availability.

Next, associate team members with services

Team members must be associated with a services to allow bookings to be made.

1. Go to Settings > Services

2. Open each service that this team member will render and add them under 'Team member and/or resources required' in the appropriate locations

3. Click 'Save'

Learn about setting up more complex availability across various locations and resources here.

Lastly, set up invoice and document settings

Add the correct practice number to your team member profile to ensure the correct one pulls through on invoices. This is not necessary if you are using one practice number for the whole practice.

Here's how:

  1. Go to Settings > Team Members

  2. Select the team member's name

  3. Scroll down to 'Invoice information' and add their practice number, if required

  4. Enter the team member's Practice number and Professional board registration number which will appear in documents

Learn whose practice number is used where here.

* NB: Please read our Security basics to understand the importance of giving each Team member their own login

You're all done. Your new team member is set up and ready to take bookings!

Learn more