Inviting Team Members

Invite team members to help manage your waitlist. WaitlistCare supports multiple users with different permission levels.

User Roles

WaitlistCare has three roles with different capabilities:

Admin

Full access to all features:

• Manage all waitlist entries
• Configure all settings
• Manage team members (can invite any role)
• Access billing and payments
• View activity log

Manager

Access to most features except billing:

• Manage all waitlist entries
• Configure settings
• Invite team members (staff and managers only)
• Cannot access billing, payments, or activity log

Staff

Limited access for day-to-day operations:

• View and manage waitlist entries
• Access dashboard
• Cannot change settings or invite users
• Can be restricted to specific locations

Sending an Invitation

1. Go to Account → Team
2. Click Invite Member
3. Enter their email address
4. Select a role (Admin, Manager, or Staff)
5. For Staff: optionally select assigned locations
6. Click Send Invitation

The invitee will receive an email with a link to create their account.

Managing Invitations

View Pending Invitations

Pending invitations appear in the “Pending Invitations” section at the top of the Team page.

Resend an Invitation

Click the resend button next to a pending invitation to send a new email.

Cancel an Invitation

Click the cancel button to revoke a pending invitation.

Location Restrictions for Staff

Staff members can be restricted to specific locations:

1. Go to Account → Team
2. Click Edit on a staff member
3. Under Assigned Locations, select the locations they can access
4. Click Save Changes

When a staff member has location restrictions:

• They only see entries from their assigned locations
• Dashboard metrics only show their locations
• They cannot view or modify entries at other locations

Changing a Member’s Role

1. Go to Account → Team
2. Find the team member
3. Click Edit
4. Select a new role
5. Click Save Changes

Removing a Team Member

1. Go to Account → Team
2. Find the team member
3. Click Remove
4. Confirm the removal

Removed team members immediately lose access to your organization’s data.

Best Practices

• Use the principle of least privilege — Give team members only the access they need
• Use Staff role for front-desk employees — They can manage entries without changing settings
• Reserve Admin role for owners/directors — Limits who can access billing
• Use location restrictions — For multi-location organizations with separate staff

Related Articles:

• Team Management & Roles
• Organization Settings