Team members

Everyone who works with you is a team member: the owner, the people who take appointments, and people who only sign in, such as a receptionist or an accountant. They are all on one list, the Team page in the sidebar on the web and the Team tab in the mobile app. You pay for the team members who take appointments. People who only sign in are free.

​

Calendar and sign-in

Two switches decide what a team member gets. Every active team member has at least one of them on. Many owners add staff who never open CalGest. Leave Can sign in off for them: they still get a calendar, and you book for them. You can let them sign in later. The list shows both states for each person:

• Calendar: Takes appointments, or No calendar.
• Sign-in: the email they sign in with, or the state of their invitation (Invite pending, Invite not sent, Invite expired, Invite declined), or No login. People who can’t see roles see only Signs in or No login, and no emails.
• Role: for people who sign in or have an invitation, shown only to people who can see roles.

Use Active and Inactive above the list to switch between current and former team members, and the search box to find someone by name.

​

Adding a team member

Above the buttons, the dialog shows what the new person does to your bill:

• With Takes appointments on: “Takes bookings: adds €8 a month. You’ll pay for 3 people who take bookings.” The first person who takes bookings is in the base price.
• With it off: “Only signs in: free.”
• At 25 people who take bookings, or 50 team members in total, the dialog asks you to contact us, and Add stays off.

The Can sign in switch only shows for people whose role lets them manage roles.

​

When the email is already on your team

• If a team member without a login already has that address as their contact email, CalGest doesn’t create a second entry for the same person. The dialog says so and offers Let [name] sign in, which invites the existing member instead.
• If the address already signs in to your organization, the dialog tells you who uses it.
• An address with an invitation still pending can’t get a second one.

​

Letting someone sign in

For a team member who doesn’t sign in yet, open their page and click Let [name] sign in, or use the same item in the row’s menu. Enter the email to invite (it starts with their contact email, if they have one) and a role, then Send invite. Their seat doesn’t change, because they already have one. The person gets an email with a link that works for 7 days. To accept, they create an account or sign in with that same email address. The page shows “Join [business] as [name]”, and once they accept, the list shows the email they sign in with.

​

Invitation states

Cancelling an invitation leaves a team member who takes appointments on the team, with a calendar and no login. For someone without a calendar, the invitation is all they have, so the action reads Cancel invite and remove [name] and opens the remove dialog. That one also needs permission to remove team members.

​

Changing a role or removing a sign-in

The Sign-in section of a member’s page shows the email they sign in with and their role. With permission to manage roles you can:

• Change the role, for someone who signs in or has an invitation.
• Remove sign-in. The person can no longer sign in, and their calendar and appointments stay as they are. If they don’t take appointments, the login is all they have, so deactivate them instead.

Permission to manage roles isn’t enough on its own. You can only act on someone whose role gives nothing you don’t have yourself, and you can only hand out a role whose permissions you hold yourself. A Manager who can manage roles but can’t change settings, for example, can’t touch the access of someone whose role can, and can’t give that role to anyone. The page leaves out what you can’t do. Only the owner can change the access of an Admin, or of someone invited as Admin, and only the owner can make someone an Admin. Nobody can change the owner’s role or sign-in, or remove their own.

​

Turning a calendar on or off

The Calendar section of a member’s page has the Takes appointments switch. Turning it on gives the person their calendar back, with the working hours and time off they had before. Turning it off hides their calendar, and nobody can book with them. Their working hours and time off are kept for when you turn it back on, and past appointments keep showing them, so your history and insights don’t change. CalGest refuses to turn it off when:

• the person has no login and no invitation, because they would have neither. Let them sign in first, or remove them.
• their role is Employee, which only sees its own appointments and so needs a calendar. The dialog asks for another role first.

​

Upcoming appointments

When the person has upcoming appointments, the dialog asks what happens to them:

• Move them to another team member who takes appointments. This is the default. Overlapping appointments are moved anyway, so check that person’s agenda after.
• Leave them without a team member. The person is taken off the appointments, which stay on the calendar. Anyone else assigned to an appointment stays on it, and it keeps showing in their column of the Team view. An appointment that had only this person drops out of the Team view until you assign someone.

The same choice applies to recurring appointments, appointment series and booking pages that name this person as the default. Customers get no message, because the time doesn’t change. A large number of appointments is moved in the background, and the dialog tells you when that happens.

​

Deactivating and removing

Deactivate someone when they leave or stop working with you. Remove them only to undo a mistake, or when you need their record gone. When the person has appointments, the remove dialog shows how many and offers Deactivate instead. Removing someone with many appointments finishes in the background; the billing stops straight away. Neither action is available for the owner or for your own entry.

​

Reactivating

Open the Inactive list, open the person, and click Reactivate. Choose the switches again: their last calendar setting and contact email are filled in. With Takes appointments on, they are billed again. A deactivated person lost their login, so turning on Can sign in sends them a new invitation.

​

The owner

The person who created the organization is on the team from the start, with a login and a calendar. The owner can turn Takes appointments off like anyone else, but can’t be deactivated, removed or lose their sign-in. The setup wizard’s team step has an I take appointments switch for this.

​

Member page

Click a team member to open their page:

• Header: photo, name, position, and badges for Owner, You and Inactive. Edit changes the name, position, phone and contact email.
• A summary: Next appointment and Weekly hours for people who take appointments, and On the team since.
• Calendar: the Takes appointments switch, working hours and time off, and their upcoming and past appointments.
• Sign-in: shown to people who can see roles.
• Details: phone, contact email and position.
• Deactivate or Reactivate, and Remove from team, for people allowed to.

The contact email is only for reaching the person. The email they sign in with is separate and only people who can see roles see it.

​

Working hours

Working hours set when each person who takes appointments is available. CalGest uses them to:

• offer times on the booking page
• warn about or block appointments outside working hours
• plan who covers which day

What happens to an appointment outside working hours depends on Schedule enforcement in Settings > General: Off allows it, Warn shows a warning and allows it, Block refuses it.

​

Time off

Add holidays, sick days or part of a day from the Time off card on the member’s page, on the web or in the mobile app. Online booking stops offering those times. Closures on the Team page close the whole business instead. See Time off and closures.

​

What you pay for

You pay for each active team member with Takes appointments on, and always for at least one.

• A receptionist or manager who signs in but takes no appointments costs nothing.
• Inactive team members cost nothing.
• Someone added with Takes appointments on is billed from the moment you add them, including while their invitation is pending.
• Turning Takes appointments on or off changes the bill straight away, prorated onto your next invoice.
• The line at the top of the Team page (“3 people billed”) shows to people who can see settings.

Each person who takes bookings also adds 100 included SMS (150 for the first), 250 AI assistant messages and 10 GB of storage. See Usage and billing.

​

Who can do what

With the default roles, the Owner can do everything, an Admin can do everything except change another Admin’s access, a Manager can see the team and edit details and calendars, and an Employee can see the team list without emails or roles. The permissions behind each action, as Settings > Permissions names them: Wherever Roles: Full role management is needed, the role rule from Changing a role or removing a sign-in applies too: the person’s role, and any role you give them, can’t hold a permission you lack. See Roles and permissions.

​

In the mobile app

The Team tab shows the same list with the same switches and states. To keep each row on one line, it shows the role, You on your own entry, and one more label only when something is missing: No login, No calendar, or the state of an open invitation. Tap the billing line to open Plan & Usage. Tap + to add someone. A member’s screen has the Takes appointments switch, the count of past appointments, cancelled ones included, the sign-in section with role, resend, cancel and remove sign-in, time off, and Deactivate, Reactivate and Remove from team.