Invite your team by email

When you work with another person, you have two options:

1. Without an invitation: you create their professional profile without an email. You manage everything from your account. The person never logs into Citauno.
2. With an invitation: you send them an email with a link. They create their account and log into the dashboard with permissions based on their role.

This guide covers option 2 — the most common one as you grow.

Before you invite

Be clear on:

• The person’s exact email — it must match the one they’ll use.
• The role you’ll assign them (see Team and roles).
• If they’ll be serving customers, you also need to create their professional profile.

Send the invitation

From a professional’s record (Professional role)

This is the route for someone on your team to sign in and see their own schedule:

1. Go to Team in the sidebar and open the person’s record.
2. Fill in their email if it isn’t there yet.
3. In the App access section, tap “Save and send invitation”.

We save the record’s changes and send the email. This invitation always grants the Professional role and stays tied to that record: accepting it links their account to their column in the calendar. That’s why there’s no role selector here.

From Accounts & access (Admin or Manager role)

If you want to give access to someone who doesn’t need to appear on the calendar (a front-desk supervisor, for example):

1. Go to Accounts & access.
2. Tap “Invite”.
3. Enter the email and pick the role: Admin or Manager.
4. Send.

This creates dashboard access with no professional record: the person doesn’t appear as a column in the calendar. You can’t invite an Owner from here — that role belongs to whoever created the business and isn’t transferable.

What the invitee receives

The person receives an email with the subject “You’re invited to your business on Citauno” and a button to accept the invitation.

The email includes:

• The business name.
• The name of the person inviting them (you).
• The assigned role.
• The acceptance link.

If the person doesn’t have a Citauno account

When they tap “Accept invitation”, we take them to a short form:

1. Confirm first and last name.
2. Set a password.
3. Accept the terms.
4. Create account + accept invitation in a single step.

Within 5 seconds they’re inside the dashboard with their new role.

If the person already has an account

When they tap the button:

1. If they’re logged in → it takes them straight to the dashboard with the new role active.
2. If they’re not logged in → we ask them to sign in, and then the invitation is accepted automatically.

Manage pending invitations

Invitations that were sent but not accepted appear in Accounts and access → Pending invitations. There you can:

Resend an invitation

If the person says it didn’t arrive:

1. Tap “Resend” next to their email.
2. A new email is sent with the same link.
3. Ask them to check their spam — invitation emails sometimes land there.

Revoke an invitation

If you got the email wrong or changed your mind before the person accepts:

1. Tap “Revoke”.
2. The link stops working.
3. If the person taps the button, they see an “Invitation revoked” message.

Expiration

Invitations expire after 14 days. If nobody accepted in that time, send it again from Accounts & access (or from the record, for a Professional).

There’s a resend limit: at least 60 seconds have to pass between one send and the next.

Change the role after inviting

If you already invited someone as a Manager and want to promote them to Admin (or the other way round):

1. Accounts & access → find the person in the table.
2. Their row has a role selector with Admin, Manager, and Professional.
3. Pick the new role: it saves on its own, with no button.

The change takes effect right away — the next time they log into the dashboard, they’ll see the new options. You can’t change the Owner’s role (their row has no selector) or demote yourself below Admin.

Remove access

To remove someone’s access (they quit, were let go, etc.):

1. Accounts & access → find the person.
2. Tap “Deactivate access” on their row.
3. Confirm.

Result:

• The person loses dashboard access immediately.
• Their row stays in the list, under inactive access, with a Reactivate button if they come back.
• Their professional profile still exists (the booking history isn’t deleted).
• Future bookings assigned to them stay on the calendar until you reassign them.

Special case: if the person is also linked as a Professional, consider whether you want to:

• Only remove dashboard access (above): they can no longer log into Citauno, but their profile and working hours keep working.
• Mark them as inactive on the team: the record still exists, stops receiving new bookings, and frees up the plan seat. The delete button in the Team list does exactly this: it deactivates, it doesn’t erase.

Multiple businesses for the same person

A single Citauno account can belong to several businesses — for example, a colorist who works at two salons. When they log into the dashboard, they see a selector at the top to choose the active business.

If you invite someone who already has an account and works at another business, you simply add access to your business without affecting the other one.

Common errors

What you’ve got now

• A team invited by email with the right role.
• Knowledge of how to resend, revoke, and change roles.
• A clear plan to remove access when someone leaves the business.

Next step

Once each professional has their account, set up their exceptional working hours: Exceptional working hours per professional.