Add and manage team members

Team lets you bring photographers, editors and office staff into your business. Each person signs in with their own RebookMedia login. You can let them provide your services, assign them to jobs, and keep track of what you pay them.

This article covers inviting people, roles, editing a team member, assigning work, what team members see, paying your team, and removing someone.

Where to find it: At the top right of the page, click the grid icon (Navigation Panel) and choose Business, then click Team in the left menu.

In this article

  1. Before you start
  2. The Team page
  3. Invite a team member
  4. What the invited person receives
  5. Roles
  6. Service providers
  7. Edit a team member
  8. Assign team members to jobs
  9. What team members see
  10. Pay your team
  11. Resend or cancel an invitation
  12. Remove a team member
  13. If you are on someone else's team
  14. Troubleshooting
  15. Related articles

Before you start

  1. Only the account holder can manage the team. Team members can't invite or edit other people.
  2. Check your plan. The number of team members you can have depends on your plan. People you have invited count toward the limit until they decline or you remove them.
  3. Set up your own business hours first. When you invite someone new to RebookMedia, their business hours start as a copy of yours, which saves you time.
  4. Have their email address ready. Each person needs their own email address, because it becomes their login.

The Team page

The top of the page shows how many team members you have and your plan's allowance, for example "2 of 10 members". It has two tabs:

  1. Members: everyone on your team. You are always the first row, as the Owner. Each row shows the person's Role, Status and whether they are a Service provider.
  2. Payouts: what each team member is owed and has been paid. See Pay your team below.

A team member's status is one of:

  1. Active: they accepted and are on your team.
  2. Invited: the invitation was sent and they haven't accepted yet.
  3. Declined: they turned the invitation down.

Invite a team member

  1. On the Team page, click Add Team Member.
  2. Optionally, click Add photo to add their photo (JPG or PNG, up to 8 MB). People who already have a RebookMedia account keep their own photo.
  3. Enter their First name, Last name, Email and Phone.
  4. Choose a Role. A short description of the role appears under the list. See Roles below.
  5. Optionally, add a Title, for example "Lead Photographer".
  6. If the role is Photographer / Creator, leave Service provider ticked so you can assign them to services and jobs.
  7. Click Send invitation. You will see "Invitation sent to" followed by their email address, and they appear in your list as Invited.
Tip: If the email could not be sent, the invitation is still saved. Use Resend on their row to try again.

What the invited person receives

The invitation email comes from your business, with your business name and logo, and replies go to your email address.

Someone new to RebookMedia

  1. They receive an email with an Accept and set your password button. The link works for 7 days.
  2. They choose a password (8 to 15 characters, with at least one upper case letter, one lower case letter and one special character) and click Submit and Login.
  3. Setting the password accepts your invitation and signs them in. Their account is set up for team work, so they see a simple menu with their jobs, earnings, calendar and inbox.

Before they accept, you can already set them up with Update: their role, business hours, home base and service areas.

Someone who already has a RebookMedia account

  1. They receive an email with a View the invitation link.
  2. They sign in to RebookMedia, open Business > Team, and click Accept or Decline under Teams you're on.

Their own account and business stay exactly as they are. Joining your team only adds your jobs to their account.

Roles

A role describes what each person does in your business. You can choose from:

  1. Administrator: runs the day-to-day business with you.
  2. Project Manager: manages projects, clients, schedules and communication.
  3. Photographer / Creator: shoots and creates the work. This is the only role that can provide services and be assigned to jobs.
  4. Financial Manager: handles payments and financial records.
  5. Marketing Manager: looks after your website, portfolio and promotions.
  6. Read Only: can view but not change anything.
Good to know: Team members work from their own login and see only the jobs you assign to them. They don't get access to your business account, such as your clients list, payments, services or settings, whatever their role.

Service providers

A service provider is a team member who can do the work clients book. Only Photographer / Creator team members can be service providers. If you change someone to another role, Service provider is turned off automatically.

Once a service provider has accepted your invitation, you can:

  1. Add them to your services in Storefront > Services (the Service Providers table when adding a service, or the Team members section when editing one), with their pay rate for that service.
  2. Assign them to jobs on your projects (see below).
  3. Let clients choose them when booking online, using their own business hours and service areas.

Pay rates can be a fixed amount ($) per unit, up to the service's lowest variant price, or a percentage (%) of the line total, up to 100%.

Edit a team member

  1. On the Members tab, click Update on the person's row.
  2. The Edit Team Member window opens with five sections. Click a section heading to open it.
  3. Make your changes. Each section saves automatically; you will see "Saving..." and then "Saved".
  1. General information: name, contact email, phone, title, time zone and photo. Changing the contact email here does not change the email they sign in with.
  2. Role: their role and the Service provider box.
  3. Business hours: the days and times clients can book this person. Tick a day to open it (it starts at 9:00 AM to 5:00 PM) and choose the start and end times in 30-minute steps.
  4. Home base: the address they work from, used to work out driving distance to bookings. Start typing and pick the address from the list; it saves when you pick it.
  5. Service areas: the places where clients can book this person. Type a city, county or ZIP code, pick it from the list, then click Add. To take an area off, click Remove and then Confirm.

Update is available for active team members, and for invited people whose login was created by your invitation. People who already had a RebookMedia account can be edited once they accept.

Assign team members to jobs

  1. Open the project and find its services.
  2. In the Assigned To column of a service, choose the team member. Only service providers who are added to that service are listed.
  3. Check the Payout box next to it. It is filled in from their pay rate for that service, and you can change it.

The team member receives an email ("assigned you a job") with a View the job link, plus a notification in the RebookMedia app. When a client books online and chooses one of your team members, the job is assigned to them automatically.

What team members see

  1. Team jobs: on their Projects page, a card for each job you assign them, with your business name, the client, the address and the next visit.
  2. The job page: the client's name, phone and address, their visits, the services they are doing and their pay for each one.
  3. Uploads: Administrators, Project Managers and Photographers / Creators can upload to the job's Photos & Videos, Floor Plans and Other Attachments. Files go straight into the project's Media Collection, and they can remove only what they uploaded.
  4. Calendar: the visits assigned to them.
  5. Earnings: what they are due and what they have been paid.

Team members can't change services, project status, invoices, contracts or visits.

Pay your team

A team member's pay for a service is due when you mark that service Completed on the project. The Payouts tab on the Team page shows, for each person, what is Due, what you paid This month and All time.

  1. Click Pay to record a payment you made outside RebookMedia, such as Zelle, Venmo, cash or check.
  2. If the team member has connected their own Stripe account on their Earnings page, you can also pay them with Stripe.
  3. Click History to see past payments.

Team payouts are kept separate from your client invoices and payments. The team member receives an email and an app notification when a payout is recorded.

Resend or cancel an invitation

  1. Resend (for Invited people) sends a fresh invitation email. Only the newest email works, because each resend replaces the earlier link.
  2. Invite again (for Declined people) sends them a new invitation.
  3. To cancel an invitation, click Remove on their row and then Confirm remove.

Remove a team member

  1. On the Members tab, click Remove on the person's row.
  2. Click Confirm remove within a few seconds. You will see "Removed from your team."

What happens when you remove someone:

  1. Their own login and account are not deleted or changed.
  2. They can no longer see your jobs, and they no longer appear in your services or in Assigned To.
  3. Their payout history stays on the Payouts tab, marked "No longer on your team".
  4. Services they were already assigned to stay on their name. Open those projects and assign the work to someone else.
  5. To bring them back, invite the same email address again.

If you are on someone else's team

If another business invites you, the invitation appears under Teams you're on on your Team page.

  1. Accept or Decline an invitation.
  2. Leave team (then Confirm leave) to stop working with a business.
  3. View your earnings to see what you are due and what you have been paid.
  4. If your account was created by an invitation, you can click Start my own business to get your own services, booking, clients, payments and website. You stay on your teams.

Troubleshooting

The person didn't receive the invitation

  1. Ask them to check their spam or junk folder.
  2. Click Resend. Only the newest email works.
  3. Invitation links for new people expire after 7 days. On the expired page, they can click Send me a new link; setting a password from that link also accepts your invitation.

The invitation link goes straight to a dashboard

Someone is already signed in to RebookMedia in that browser (often you, if you are testing). Open the link in a private window or sign out first.

I used the wrong email address

The invitation email address becomes their login and can't be changed from your Team page. Remove the person and invite them again with the right address.

I can't pick a team member for a service or job

  1. Check that they accepted. Invited people aren't listed.
  2. Check that their role is Photographer / Creator and Service provider is ticked.
  3. For Assigned To, check that they are added to that service in Storefront > Services.

My team member can't see a job

Check that they are assigned to at least one service or visit on that project, that the project isn't cancelled, and that they are still on your team.

"This email belongs to an account that can't be added to a team"

That email address is used by a client account. Only pro accounts can join a team, so ask the person for a different email address.

The Add Team Member button shows a lock

You have reached your plan's team member limit. Remove invitations that are no longer needed, or upgrade your plan.

Still stuck? Book a free 30-minute call with our support team and we will walk through it with you.

Schedule a support call

Related articles

  1. Create and manage your services
  2. Set your availability
  3. Set up your service areas
  4. Pay your team members (coming soon)
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