> For the complete documentation index, see [llms.txt](https://easy-space.gitbook.io/easy-space-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://easy-space.gitbook.io/easy-space-docs/space-settings/staff-settings.md).

# Staff Settings

## Overview

Invite teammates to help run a space. There are three operator levels:

* **Owner** — organization and Easy Space platform billing, plus full access to every space in the organization
* **Manager** — full access to that space (settings, reports, staff) except organization and platform billing
* **Staff** — day-to-day operations in that space (members, bookings, check-ins)

**Key Benefits:**

* Delegate operations to Staff without opening settings or reports
* Give trusted operators Manager access without sharing billing
* Keep platform subscription and organization under the Owner

***

## Roles at a glance

| Role        | Who they are                               | Can do                                                                         | Cannot do                                                        |
| ----------- | ------------------------------------------ | ------------------------------------------------------------------------------ | ---------------------------------------------------------------- |
| **Owner**   | The organization owner (created at signup) | Organization, User Settings → Billing, everything a Manager can                | —                                                                |
| **Manager** | Invited with the Manager role              | Space Settings, Reports, Integrations, Members App settings, invite/edit staff | Organization page, platform billing                              |
| **Staff**   | Invited with the Staff role                | Members, bookings, check-ins, purchases, Finance transactions                  | Space Settings, Reports, staff management, Organization, billing |

The Owner is shown on the Staff page as a read-only card. You cannot remove or demote the Owner from Staff Settings.

***

## Inviting Staff Users

## How to Invite

1. **Go to Staff Settings:** Navigate to **Space Settings > Staff**
2. **Click "Invite Staff":** This opens the invitation form
3. **Enter Email Address:** Provide the email address of the person you want to invite
4. **Choose a role:** **Staff** (operations) or **Manager** (full space access except billing)
5. **Send Invitation:** Click "Send Invitation" to send the invitation email

The Owner and existing Managers can invite either role, change Staff ↔ Manager later, and remove teammates.

## Important Limits

* **Maximum Staff:** You can have up to 5 invited people per space (Managers and Staff combined). The Owner does not count toward this limit.
* **Multiple Spaces:** The same person can be invited in more than one space (for example, multi-venue operations). They switch venues from the space switcher when they have access to more than one.

## What Happens After Invitation

1. **Email Sent:** They receive an invitation email with your space details and their role
2. **Account Creation:** They create their account using the invitation link
3. **Access Granted:** Once they complete signup, they can access the dashboard with that role

***

## Changing roles

On a teammate's card, open the menu and choose **Make Manager** or **Make Staff**. This updates their access immediately. You cannot change the Owner's role from this page.

***

## Managing Your Staff

## Viewing Staff Status

* **Active Staff:** Members who have accepted the invitation and can access the dashboard
* **Pending Invites:** People who have been invited but haven't accepted yet
* **Staff List:** See names, emails, roles, and join dates

## Removing Staff Users

* **Active Staff:** Click remove to revoke their access immediately
* **Pending Invites:** Cancel their invitation before they accept
* **Complete Removal:** They are removed from this space. If they still work at another of your venues, they keep access there.

**Note:** Removing a staff user immediately stops their access to this space's dashboard.

***

## What Staff Can and Cannot Do

## Staff Can:

* **Manage Members:** View and manage member profiles, export member lists, and generate a member access link
* **Handle Bookings:** Process resource bookings and check-ins
* **Record Purchases:** Add product purchases and add participants to paid or free events
* **Daily Operations:** Manage space operations and member requests
* **Finance transactions:** Record and review member payments (not Easy Space platform billing)

## Staff Cannot:

* **Access Settings:** Cannot modify space settings or company information
* **View Reports:** No access to Reports
* **Manage Staff:** Cannot invite or remove other staff members
* **Organization or billing:** Cannot open Organization or User Settings → Billing

## What Managers Can and Cannot Do

## Managers Can:

* Everything Staff can do
* Space Settings, resources, plans, payment methods, integrations
* Reports
* Invite, change role, and remove Staff and other Managers

## Managers Cannot:

* **Organization:** Cannot add venues or rename the organization
* **Platform billing:** Cannot open User Settings → Billing or change the Easy Space subscription

***

## Troubleshooting Common Issues

## "This person is already the organization owner"

* **What it means:** That email already owns the organization
* **Solution:** They already have full access. Invite a different person.

## "Maximum staff limit reached (5 members)"

* **What it means:** You've reached the maximum allowed invited members
* **Solution:** Remove an existing staff member before inviting a new one

## "User is already a staff member in this space"

* **What it means:** The person is already on your staff list
* **Solution:** Check your staff list to see their current status. Use **Make Manager** / **Make Staff** if you only need to change their role.

## Invitation Problems

* **Email Not Received:** Check spam folders and verify the email address
* **Expired Invitation:** Send a new invitation if needed
* **Account Creation Issues:** Make sure they follow the invitation link correctly

***

## Best Practices

## Security

* Invite as **Manager** only people you trust with settings and reports
* Use **Staff** for front-desk and shift coverage
* Periodically check your staff list and remove inactive members

## Efficiency

* **Clear Roles:** Help teammates understand Manager vs Staff
* **Training:** Show them how to use the dashboard effectively
* **Communication:** Set up clear ways to communicate about operational issues

*Last updated: 2026-08-23*