Assigning team members to a coach

What assigning a coach to a team member does

By default, a team member with the Member role works the shared booking inbox but doesn't run any single coach's calendar on their own. Assigning them to a coach changes that: an owner or admin can hand a member full control of one coach — or several — so that person manages their own bookings, schedule and pricing without you in the loop, and without seeing anything that isn't theirs.

This is the setting for the situation where a coach on your team should run their own diary — accepting requests, managing their own bookings, adjusting their own price — but has no business seeing another coach's clients, your payments, or your organization's settings.

Two ways to assign a coach to a team member

You can connect a team member to a coach in two places:

1. From the Team page (Settings → Team)

1. 1Go to Settings → Team
2. 2When inviting a new Member, check the coach(es) they should manage right in the invitation form.
3. 3For existing team members, click Assign coaches under the Assigned Coaches / Resources column to check or uncheck coaches at any time.

2. From the Coaches page

1. 1Go to Coaches
2. 2Open the coach you want to assign
3. 3Scroll to Staff access
4. 4Check the box next to each team member who should manage this coach, or use the Invite new coach inline field to invite someone by email and assign them immediately.
5. 5Save changes

You can assign more than one team member to the same coach — handy if two people cover the same schedule — and the same team member can be assigned to more than one coach.

What an assigned member can do

Once assigned, that team member gets full working access to that one coach, in both the dashboard and the mobile app:

• Their bookings — approve, decline, cancel, mark as paid, mark as no-show
• Their services and pricing — price, duration, approval mode, booking rules, buffer time
• Sending or resending booking invitations for that coach
• Notifications — direct email alerts when a client requests or cancels a booking on their schedule

What they still can't see

Assignment only opens up the coaches they've been given. An assigned member still cannot see:

• Any other coach, or that coach's bookings, services or schedule
• Organization-wide payments, payouts or analytics
• Settings, billing, or the Team page itself
• Editing coach schedules or account-level settings — only owners and admins can edit working hours, services, or rates.

Which clients they see

A member only sees clients who have booked one of the coaches assigned to them. If the same person has also booked with a different coach the member doesn't manage, that booking stays out of sight — the member sees only the slice of that client's history that touches their own coach. Client correspondence and admin-only controls (like composing custom SMS or editing contact records) remain restricted to owners and admins.

A member with nothing assigned yet

A brand-new member, or one nobody has assigned to a coach yet, starts with an empty schedule — there's nothing for them to manage until an owner or admin points them at a coach. That's the safe default: adding someone to your team never hands them access to anything on its own.

Changing or removing access

Go back to Settings → Team or the Staff access section on the coach's edit page at any time to add another team member, or uncheck someone who has moved on. Unchecking them removes their access to that one coach immediately — it doesn't remove them from your team, and it doesn't touch any other coach they may still be assigned to.

To remove someone from the team entirely, or to change their role, see the Team and roles help article.