Team and permissions

How to invite a team member

Protection against simultaneous edits runs automatically in the background. A notice appears only when a different user is editing the record. See simultaneous edits for details.

XML and direct transfer require Pro. XML needs the Commission statements and commission band permission; direct transfer also needs Transfer statements to accounting software (ABRA Flexi). New Accountant and Manager presets include it; the owner grants it separately to existing members. CSV and ISDOC remain available in Standard.

The app loads members, invitations and worker settings separately. If a section fails, it shows an error and lets you retry. You cannot change workers until the members and worker settings have loaded. Switching business invalidates pending confirmations from the previous business.

The Reply to reviews permission lets a member write, edit and delete a public reply for the currently open business. It is off by default for members; only the Manager template enables it. The owner can always reply. Without View other workers’ bookings, a member can create bookings only for themselves and the available slots show their own availability.

You can invite employees, reception staff or your accountant to your business account. Inviting members is a feature of the Pro version. In the Standard version, only the owner uses the account.

1. Click Invite a user.
2. Enter the member's email.
3. In the Permissions the member starts with section, choose a permission template.
4. Send the invitation.

• The invited person receives an email with a link. They sign in to their SUBVY account or create one, always with the email address the invitation was sent to.
• The invitation is valid for 7 days. Among pending invitations, you can resend it or revoke it.
• You remove a member with Remove. They lose access to the business account; their own account remains.

Permission templates

• Worker (default): overview, own bookings, check-in, subscriber list and services.
• Reception: in addition, other people's bookings, working hours, messages and complaints.
• Accountant: overview with finances, invoices and their transfer to accounting software, commission statements, payouts, reporting and the accounting software settings.
• Manager: everything except changing the Standard / Pro version.

A template only pre-fills the permissions. You can then adjust them freely, and the template is then shown as Custom settings.

How to edit a member's permissions

Permissions are grouped the same way as the menu: Overview, Operations, Subscribers, Offering, Finance and Business settings. Each section has main access and, under it, partial permissions that only apply when the main access is turned on.

1. Next to the member, click Edit permissions (in the app, tap the member).
2. Choose a template, or turn individual permissions on and off.
3. Click Save permissions. The change applies immediately.

What to watch out for:

• Refund an item (rest of the payment), Cancel a subscriber's subscription, Resolve complaints and Refund gift vouchers refund money to subscribers from your share. Among the templates, only Manager has them.
• Without the View financial figures permission, a member does not see revenue on the Overview.

Limiting to a branch

If you have multiple branches, you set for each member which ones they can access: all of them (including future ones) or only selected ones.

• A member limited to certain branches works only with the services of those branches: subscribers, messages, complaints, check-in, refunds, price changes, invoices, gift vouchers and reporting.
• They only receive notifications about subscribers of their branches.
• Discount codes are shared across the whole business.
• Anyone such a member invites gets the same limitation.

What only the owner can do

• The owner always has all permissions and cannot be removed from the account.
• Connect the payout account and change the bank account in Stripe. See Payouts.
• Create and delete branches and turn on multiple branches.
• Export data and delete the account (Privacy & security).
• Change the Standard / Pro version, unless they explicitly give a member the Change Standard / Pro edition permission.

The owner also receives the morning summary and commission statements. Scheduled reports are set up by everyone who has the Scheduled sending permission and go to their own email.

Staff members and booking assignment

In the Pro version you can assign bookings to specific staff members and keep separate working hours for each of them. You turn this on in Team and permissions, in the Workers and reservation assignment section, once you have at least one other member on your team. For each member (including yourself) you then mark whether they accept bookings.

• The Pro version price includes 3 staff members who accept bookings. Each additional one costs a monthly surcharge. The current amount is on the page for businesses.
• If adding a staff member takes you over the included number, the app asks whether you want to increase your Pro subscription. The price change applies from the next period.
• A staff member with future bookings cannot be turned off until you reassign their bookings to someone else.
• Turning off the whole feature permanently removes the assignments in all bookings as well as the subscribers' assigned workers.

Switching accounts

One sign-in can belong to several accounts: your personal account, the businesses you own and the teams of other businesses. You switch between them with Switch account: on the website in the menu under your photo at the top right, in the app in Settings on the account card. A link from a notification or email switches to the account it concerns automatically.

Services of other businesses that you subscribe to yourself are in your Personal account. Switch to it to see your subscriptions, visits, payments, complaints and messages.