Invite Team Members
BayWise Scheduler is a multi-user platform. Each person who logs in — whether they are a team member managing jobs, a technician clocking in, or a manager reviewing reports — needs their own user account. You create those accounts by sending invitations from the Team settings panel. Invitees receive an email with a secure link to set up their password and join your workspace.
Who can invite team members: Account Owners and Location Managers.
Send an invitation
Open Team Settings
From any screen in BayWise, click your profile avatar or user menu in the top-right corner, then select Settings. In the Settings panel, click the Team tab.
The Team screen displays all current team members across your accessible locations, including their names, roles, location assignments, and account status.
Click Invite Member
Click the Invite Member button. The invitation form opens.
Enter the invitee’s email address
Type the email address of the person you are inviting. BayWise will send the invitation link to this address.
Use the person’s work email address where possible — for example:
p.nair@premierautomotive.co.zaj.okafor@lagosautoclinic.coms.lindgren@nordiskbilservice.seo.al-hassan@rashidmotors.ae
If the invitee already has a BayWise account under that email address (for example, they work across multiple organisations), they will not need to create a new password — they will simply be added to your team on their next login.
Select a role
Choose the invitee’s role from the Role dropdown. BayWise has five roles:
| Role | What they can do |
|---|---|
| Account Owner | Full access: all settings, billing, team management, all locations. Reserved for the business owner or a designated administrator with full authority. |
| Org Admin | Full operational access — settings, team management, reports, all job functions — but cannot access billing or change subscription plans. |
| Location Manager | Full access for their assigned locations — settings, team management, reports, all job functions. Cannot manage team roles or billing. |
| Member | Can create, edit, and schedule jobs; assign bays and technicians; update job statuses; clock in and out; view analytics for their assigned locations. Cannot access team management, billing, or workspace settings. |
| Read Only | View-only access to the Dashboard and reports for assigned locations. Cannot create or edit any records. |
Choose the most restrictive role that still allows the person to do their job. A team member who should not access billing or workshop settings should be assigned the Member role, not Org Admin. A workshop controller who manages the daily board but should not change team membership or access payroll data works well as a Member. When in doubt, start with the more restrictive role — it is easy to promote someone later.
Assign location access
If your organisation has more than one location, you will see a Locations selector. Choose which location or locations this person should have access to.
- A technician at one branch should only be assigned that branch.
- A roving manager who oversees multiple sites can be assigned all relevant locations.
- A read-only user set up for head-office reporting can be assigned all locations.
For single-location organisations, this step is pre-filled and you can skip past it.
Click Send Invite
Click Send Invite. BayWise sends the invitation email immediately. The invitee’s entry appears in the Team list with a Pending badge to indicate their invitation has been sent but not yet accepted.
What the invitee receives
The invitee receives an email with the subject “You’ve been invited to join [Organisation Name] on BayWise”. The email contains:
- The name of the organisation they are being added to
- Their assigned role
- A secure Accept Invitation button with a link
When they click the link:
- If they do not have a BayWise account, they are prompted to create a password. Once set, their account is created and they are immediately added to your team.
- If they already have a BayWise account under that email address, they are prompted to log in. Once logged in, they are added to the organisation automatically.
After accepting, the Pending badge on their Team entry clears and their status shows as Active.
Manage pending invitations
Pending invitations — those that have been sent but not yet accepted — appear in the Team list with a Pending badge.
To resend an invitation: Click the … (overflow) menu next to the pending entry and select Resend Invite. A fresh email is sent to the invitee. Use this if the original email was missed or expired.
To cancel an invitation: Click the … menu next to the pending entry and select Cancel Invite. The invitation link is immediately invalidated. If the invitee clicks the old link after cancellation, they will see an error. You can re-invite them at any time.
Edit a team member’s role or location access
A team member’s role or location assignments can be updated at any time.
Open Team Settings
Go to Settings → Team.
Click the member’s name
Find the team member in the list and click their name or the edit icon to the right of their record. The member detail panel opens.
Update their role or locations
- To change their role, select the new role from the Role dropdown.
- To change their location access, update the Locations selector to add or remove locations.
A team member can hold different roles at different locations. For example, Amara Diallo might be a Location Manager at the Dakar main branch and a Read Only user at the Thies satellite location. See Manage Roles for a full explanation of role-per-location assignments.
Save
Click Save. The changes apply immediately. If you have reduced someone’s access, they will lose access to the removed locations or actions on their next page load or refresh.
Remove a team member
When someone leaves the team — whether they have left the business, moved to a different role, or are taking extended leave — deactivate their account rather than deleting it.
Open Team Settings
Go to Settings → Team.
Click the member’s name
Open the member detail panel by clicking their name or the edit icon.
Toggle Active off
Find the Active toggle and switch it off.
Save
Click Save. The member is immediately locked out of BayWise. They cannot log in, and their name no longer appears in assignment dropdowns or active rosters.
Their historical records — job assignments, clock-in history, and any actions they performed — are fully preserved. Nothing is deleted.
Always deactivate rather than delete. Deleting a team member account removes them from historical job records, audit logs, and reports. Deactivation locks their access without touching their history. If the person later returns or you need to audit their past activity, a deactivated account can be reactivated instantly. If in doubt, deactivate.
Common questions
Can I invite someone before my bays and technicians are set up? Yes. Invitations can be sent at any point after your account is created. The invitee can accept and log in immediately, but they will see an empty dashboard until bays and technicians are configured. There is no dependency between team invitations and operational setup.
What happens if the invitee’s email address is already associated with a BayWise account in a different organisation? BayWise accounts are per-person, not per-organisation. If the invitee already has a BayWise login, they will be added to your organisation without needing to create a new account. They can switch between organisations from their user menu.
How many team members can I invite? The number of active team members is determined by your subscription plan. If you reach the limit for your current plan, BayWise will prompt you to upgrade before sending further invitations. See Understand Your Plan.
The invitee says the invitation email is not in their inbox or spam. What should I do? Resend the invitation from the … menu next to their Pending entry. Also confirm with the invitee that the email address on file is exactly correct — a single character difference will cause delivery to fail silently. If the address was wrong, cancel the current invite and send a new one with the correct address.