Welcome to Celaeno Assist

Overview

The Team section enables you to manage your organization’s team members, including inviting new employees, assigning roles, and viewing team member details. It is essential for businesses with multiple staff members who need access to the booking system.

Key features:

• Invite new team members via email.
• Assign roles and permissions.
• View detailed team member profiles.
• Manage team member access and information.

System Impact

Changes in the Team section affect:

• Access Control: Roles determine system access.
• Service Assignments: Members provide only assigned services.
• Calendar Visibility: Members see only their bookings.
• Notification Distribution: Notifications are sent based on assignments.
• Reporting: Activities are tracked in reports.
• Client Interactions: Clients interact with assigned team members.

Team member data is securely stored and managed by the system.

Example Use Cases

Hiring a New Staff Member

1. Invite an employee via the Invite Employee button.
2. Enter their name, email, and role (Admin or Staff).
3. Send the invitation.
4. After account setup, assign them services.

Promoting a Team Member

1. Navigate to the member's profile.
2. Change their role from "Staff" to "Admin".
3. The member now has full access, including team management.

Onboarding Multiple Members

1. Invite multiple trainers with their names and emails.
2. Assign the "Staff" role to each.
3. Track invitation status and follow up if necessary.
4. Assign them to relevant classes or services after account creation.

FAQs

Q: How long is the invitation link valid?

A: 3 days. After expiration, send a new invitation.

Q: Can I resend an invitation?

A: Yes, if the original was not received or expired.

Q: What’s the difference between Admin and Staff roles?

A:

• Admin: Full system access, manage team and settings.
• Staff: Limited to assigned services and personal bookings.

Q: Can team members invite others?

A: Only Admin users can send invitations.

Q: What happens when a team member leaves?

A: Contact the system administrator to deactivate their account. Historical data remains for reporting.

Best Practices

• Assign roles based on job responsibilities.
• Regularly audit team access and roles.
• Send invitations promptly after new hires are confirmed.
• Inform team members about the invitation.
• Follow up on pending invitations.
• Encourage strong passwords.
• Ensure team members understand their access levels.
• Keep records of role assignments.

Role Descriptions

• Admin Role:
• Full access to system features.
• Manage team, services, settings, reports, and notifications.
• Staff Role:
• Access only assigned services.
• Manage own bookings and profile.
• View relevant reports.

Security Considerations

• Always verify email addresses before inviting.
• Assign Admin roles only to trusted members.
• Enforce strong passwords.
• Monitor account activity.
• Revoke access immediately when needed.

Troubleshooting

• Invitation email not received:
• Check spam folder and resend the invitation.
• Invitation link expired:
• Send a new invitation.
• Feature access issues:
• Confirm role and service assignments.
• Team member not listed:
• Ensure the invitation was accepted and account is active.
• Invitation not sending:
• Check email format and system settings.