Skip to content
BeSeat

User Management

Manage your team members, assign roles, and control who has access to your BeSeat account. Add staff members, update their information, and manage permissions.

Accessing User Management

Section titled “Accessing User Management”
  1. Log in to your BeSeat account
  2. Navigate to Settings → Users
  3. View all users, add new team members, or manage existing users

Note: User management permissions vary by role:

  • Owners: Can add, edit, and delete all users (except themselves)
  • Staff: Can only view the user list and edit their own information

Understanding User Roles

Section titled “Understanding User Roles”

BeSeat has two user roles with different permissions:

Owner

Section titled “Owner”

Account owners have full access to all features:

  • Full Access: Can access all settings and features
  • User Management: Can add, edit, and delete users
  • Account Management: Can modify account settings, subscription, and company information
  • Booking Management: Full access to all bookings and features

Staff

Section titled “Staff”

Staff members have limited access:

  • Booking Management: Can view and manage bookings
  • Limited Settings: Can only edit their own user information
  • No Account Access: Cannot access account settings, subscription, or user management
  • No Widget Access: Cannot access booking widget settings

Viewing Users

Section titled “Viewing Users”

The user list shows all users associated with your account:

  • Username: The user’s display name
  • Email: The user’s email address
  • Role: Owner or Staff
  • Status: Active or Inactive
  • Actions: Edit or delete buttons (based on permissions)

Adding New Users

Section titled “Adding New Users”

Only account owners can add new users:

  1. Click Add New User at the bottom of the page
  2. Fill in the user information:
    • Username: Display name for the user
    • Email: User’s email address (used for login)
    • Password: Initial password (user can change later)
    • Role: Select Owner or Staff
    • Activated: Check to activate the user immediately
  3. Click Save to create the user

The new user will receive an email with their login credentials (if email notifications are configured).

Editing Users

Section titled “Editing Users”

Owners Can Edit

Section titled “Owners Can Edit”

Owners can edit any user’s information:

  1. Click the edit icon next to the user you want to edit
  2. Update the user’s information:
    • Username
    • Email
    • Password (optional - leave blank to keep current password)
    • Role
    • Activation status
  3. Click Save to update the user

Staff Can Edit

Section titled “Staff Can Edit”

Staff members can only edit their own information:

  1. Click the edit icon next to your own user entry
  2. Update your information:
    • Username
    • Email
    • Password (optional)
  3. Click Save to update your information

Staff cannot change their role or activation status.

Deleting Users

Section titled “Deleting Users”

Only owners can delete users, and owners cannot delete themselves:

  1. Click the delete icon (trash) next to the user you want to delete
  2. Confirm the deletion in the popup
  3. The user will be permanently removed from your account

Warning: Deleting a user is permanent and cannot be undone. The user will lose access to your BeSeat account immediately.

User Status

Section titled “User Status”

Active Users

Section titled “Active Users”

Active users can log in and access your BeSeat account:

  • Status Badge: Green “Active” badge
  • Access: Full access based on their role
  • Login: Can log in with their credentials

Inactive Users

Section titled “Inactive Users”

Inactive users cannot log in:

  • Status Badge: Gray “Inactive” badge
  • Access: No access to the account
  • Login: Login attempts will fail

You can activate or deactivate users when editing their information.

Best Practices

Section titled “Best Practices”

Role Assignment

Section titled “Role Assignment”
  • Owners: Assign owner role only to trusted team members who need full access
  • Staff: Use staff role for team members who only need to manage bookings
  • Limit Owners: Keep the number of owners small for security

User Management

Section titled “User Management”
  • Regular Review: Periodically review your user list to remove inactive users
  • Secure Passwords: Encourage users to use strong passwords
  • Email Verification: Ensure user emails are correct for important notifications
  • Activation Control: Activate users only when they’re ready to start using the system

Security

Section titled “Security”
  • Delete Unused Accounts: Remove users who no longer need access
  • Monitor Access: Regularly check who has access to your account
  • Password Policies: Encourage users to change passwords regularly
  • Role-Based Access: Use staff role for users who don’t need full access

Common Scenarios

Section titled “Common Scenarios”

Adding a New Staff Member

Section titled “Adding a New Staff Member”
  1. Click Add New User
  2. Enter the staff member’s name and email
  3. Set role to “Staff”
  4. Create a secure password
  5. Activate the user
  6. Save the user

The staff member can now log in and manage bookings.

Promoting Staff to Owner

Section titled “Promoting Staff to Owner”
  1. Click edit on the staff member
  2. Change role from “Staff” to “Owner”
  3. Save the changes

The user now has full owner access.

Temporarily Disabling Access

Section titled “Temporarily Disabling Access”
  1. Click edit on the user
  2. Uncheck “Activated”
  3. Save the changes

The user cannot log in until reactivated.

Removing a Team Member

Section titled “Removing a Team Member”
  1. Click delete on the user
  2. Confirm the deletion
  3. The user is permanently removed

Troubleshooting

Section titled “Troubleshooting”

Can’t Add Users

Section titled “Can’t Add Users”

If you can’t add users:

  • Verify you’re logged in as an owner (only owners can add users)
  • Check that you have an active subscription (some plans may limit users)
  • Refresh the page and try again

Can’t Edit Users

Section titled “Can’t Edit Users”

If you can’t edit users:

  • Owners: Should be able to edit any user
  • Staff: Can only edit their own information
  • Verify you have the correct permissions
  • Try refreshing the page

Can’t Delete Users

Section titled “Can’t Delete Users”

If you can’t delete users:

  • Only owners can delete users
  • Owners cannot delete themselves
  • Verify you’re logged in as an owner
  • Check that you’re not trying to delete your own account

User Can’t Log In

Section titled “User Can’t Log In”

If a user can’t log in:

  • Check that the user is activated (status should be “Active”)
  • Verify the email address is correct
  • Ensure the password is set correctly
  • The user may need to reset their password

Email Not Received

Section titled “Email Not Received”

If new users aren’t receiving emails:

  • Check your SMTP Settings are configured correctly
  • Verify the user’s email address is correct
  • Check spam folders
  • Email delivery depends on your SMTP configuration
Section titled “Related Settings”