Team & Permissions
Inviting Team Members - Add Staff to Your Account
To invite a team member, go to Account → Account Info → User Management, click Add New User, enter their email and name, select their role, and click Create. They will receive an invitation email.
Add staff to your RecSystems account so they can help manage bookings and operations. Here's how to invite new team members.
Who Can Add Users
Only Admin users can add new team members. If you cannot see the option, check your role or ask an admin.
Adding a New Team Member
Step 1: Go to Team
Navigate to Account → Account Info → User Management.
Step 2: Click Add New User
Click Add New User to open the form.
Step 3: Enter Their Information
Fill in:
| Field | Required | Notes |
|---|---|---|
| Yes | Must be valid, will receive invite | |
| First Name | Yes | Their first name |
| Last Name | No | Their last name |
| Phone | No | Optional contact number |
Step 4: Select Role
Choose their access level:
Employee: - Day-to-day operations - Booking management - Check-ins/check-outs - Basic dashboard access
Admin: - Full system access - Settings and configuration - Financial reports - User management
Step 5: Create User
Click Create User to send the invitation.
What Happens Next
Email Sent
The new user receives: - Welcome email - Temporary password - Login instructions - Link to confirm account
First Login
They must: 1. Click link in email 2. Confirm their email address 3. Change temporary password 4. Set up their account
Password Expiration
Temporary password expires after 24 hours. If not used, you may need to resend.
Managing Users
User Actions
From the User Management page, you can: - Edit - Update user details - Reset Password - Send a new password reset link - Deactivate - Remove their access
Checking Status
User statuses: - Unconfirmed - Invitation sent, not yet confirmed - Confirmed - Email confirmed - Active - Account is active - Inactive - Access has been deactivated
Adding Multiple Users
For several team members: 1. Add one at a time 2. Each gets their own invitation 3. They confirm independently
Tips for Success
Before Adding
- Verify email address
- Decide appropriate role
- Plan training approach
After Adding
- Let them know to check email
- Explain their role and access
- Provide initial training
- Be available for questions
Role Selection
- Start with Employee for most staff
- Only give Admin when needed
- Can change roles later
Troubleshooting
Email not received
- Check spam folder
- Verify email address is correct
- Resend invitation
Cannot add user
- Verify you have Admin role
- Check if email already exists
- Try different browser
User cannot log in
- Ensure they confirmed email
- Check password was changed
- Verify account is active
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Related Articles: - Managing Your Team - Roles & Permissions
Need more? Search the live help desk or email wecare@recsystems.com.