Invite your team

Give the people you work with their own login, so they can run bookings without using your account. Each person gets a role that decides what they can see and change.

#Invite someone

1. Go to Settings → Team in the sidebar.
2. Under Invite a team member, type their email address.
3. Pick a Role. The line under the menu describes the role, and the chips below show exactly what it can access.
4. For a Coach, you can tick resources under Limit calendar to specific resources (optional).
5. Click Send invite.

Nola emails them an invitation. They appear under Staff as Invited until they accept.

#Roles

The permission areas behind each role are Calendar, Bookings, Money, Clients, Settings, Team, Exports and Attendance. A person only sees links to screens their role and overrides allow: in the sidebar, the bottom bar on a phone, the tabs at the top of a page, the search at the top (Search clients, bookings, pages…), the shortcuts on Today and the links the AI assistant gives. That search also finds only the clients and bookings the person may see. Screens such as coaches, notifications, modules and plans need Settings access.

These screens follow the permissions:

• Settings: services, resources, opening hours and booking rules. Changing them needs write access.
• Bookings: the waitlist. A coach limited to their own calendar sees only the entries for it.
• Clients: groups (a coach sees the groups they coach), and, with write access and no limit to some resources or locations, inquiries.
• Settings and Money: Services → Prices (dynamic pricing rules), for people with no limit to their own calendar, some resources or some locations. Changing rules needs write access to Settings.
• Team: Time off, linked under the list on Services → Coaches. Approving or declining time off also needs the full calendar.

Some screens list the whole business, so a person limited to their own calendar, some resources or some locations doesn't see them. The rest follow the role:

• Money (Payments, Transactions, Invoices, Wallets, Reports, Analytics, Utilization, Peak hours): Manager and Reception can view and change them, Accountant can view them only. Coach and Staff have no Money access, so they don't see these screens.
• Settings: products, discount codes, payment methods, SMS, languages, the setup wizard, the booking page and links, campaigns and the other business-wide settings need Settings access, and where prices are shown or set also Money. By default that is the Manager. Campaigns and privacy also need Clients access.
• Clients: import and trash need Clients access to the whole business: Manager, Reception and Staff.

A few things stay with the business owner: access control, accepting the data processing agreement, creating API keys and webhook destinations, connecting Stripe, and Nola's own subscription billing. Your role overrides can open or close any of the areas above for one person.

If someone opens a screen they have no access to, for example from an old bookmark, Nola shows You don't have access to this page with a button back to Today. Ask the owner to change your role or overrides on this page if you need it.

What each person can change

Nola checks access on every booking, not only on the screen:

• A team member can change, check in, cancel, move or add notes to a booking only with write access to Bookings.
• Coaches see only their own calendar. Their calendar is the resources ticked for them on this page, plus any coach linked to them with Team member who signs in as this coach (optional) on the Coaches page. They can only work with bookings on those resources.
• Coaches only see clients who have booked with them or who are assigned to them.
• Without Money access, a person sees no prices, payments or wallet amounts. Waiving a fee also needs Money access.
• Staff with their own calendar can block time only on their own calendar, never for the whole business.
• Staff with a limited calendar only get new booking and cancelled booking notifications for bookings on their own resources. The owner and staff who see the full calendar get all of them.
• Issuing, using, moving or voiding gift cards and passes, settling unpaid bookings and giving or stopping a court extension need write access to Money. An accountant sees these screens without the buttons.
• Notification settings, message templates, door and light devices, and adding or closing open slots on the Availability page need write access to Settings.
• Trainer pay (pay rules, adjustments, locking a period) can be changed only by the owner or a manager, and a manager can't change their own pay.
• Standing bookings can be paused, resumed or ended only with write access to Bookings, and coaches only see and change those on their own resources.
• The client list export and the message log under Notifications are for people who can read Clients and see every client. Without Clients access, the bookings export leaves out customers' email addresses, and without Money access it leaves out amounts.
• Ratings and comments are for people who can read Clients. Coaches see the ratings of their own sessions.
• The Copilot only plans and applies changes the person could make on the screen, and only what your plan and modules include.
• Colleagues' email addresses and permissions on the team list are shown only to people with Team access.
• Support requests your colleagues sent are visible to the owner and to people with Settings access. Everyone else sees the requests they sent themselves.

#What the invited person does

1. They open the invitation email and click the link.
2. If they are new to Nola, they create a login. If they already have one, they sign in.
3. They land on the team page of your business and can start working.

If they sign up on the normal sign-up page instead, with the email you invited, Nola shows You've been invited with a Join button for your business as soon as that email is verified. One click puts them on your team. Set up my own business instead is only for people who really want a business of their own.

A team member never sees the new-business setup: opening it takes them back to your business.

Someone who already uses Nola, for example the owner of another business, finds the invite in their account menu (their picture, top right) as Join with your business name. The same menu lists every business they own or work for and switches between them; the one they are in is marked (active).

#Change a role or limit access

1. Find the person under Staff and click Edit.
2. Pick a new Role. For coaches, tick resources under Resource scope. With more than one location, tick Locations to limit the person to those sites; none ticked means all.
3. To fine-tune one person, open Permission overrides (advanced) and set any area to a different level. Role default keeps the role's setting.
4. Click Save.

#Resend or revoke an invite

• Invite not arrived? Click Resend invite on their row. Ask them to check spam as well.
• To remove someone, click Revoke. They lose access to your business straight away, and their upcoming shifts leave the rota. You cannot revoke or change the owner.

#Related

• Audit log
• Take your first booking
• Modules explained
• Billing and plans