Accepting a team invite is the lightest part of BookHero: the whole employee-side flow is built to take less than a minute. This guide walks you from the email straight to your first booking open on the calendar, with everything that might pop up along the way.
If you're still waiting for the invite, ask your boss to add you in the Employees page and click 'Add'. The email arrives in seconds. On their end, the process is covered in Add employees and individual schedules.
What happens before the email reaches you
To understand what you're about to receive, it helps to know what your boss just did. In the Employees page they filled in your name, your email, picked a job title (optional) and assigned you a role (manager, employee or basic). They may have already set up your schedule, the services you perform, and your commission rules: all of it is linked to your name and you inherit it automatically when you accept.
The invite email: what you'll see
You get an email from BookHero with the business name on display. It says who added you, to which team, with what role, and has a big 'Accept invite' button. The link inside the button is unique to you: nobody else can use it, and it expires after 14 days if untouched.
What happens when you click the link
The link takes you to a BookHero page (at /team/accept) that decides what to show based on three things: whether you already have an account with this email, whether that account uses a password or Google, and whether you're currently signed in on the browser. You don't have to think about it: the system picks for you. You'll land in one of three scenarios:
Tap 'Accept invite' in the email
Opens a page with the business name on display, your name, email and assigned role. Confirm everything looks right before moving on.
Scenario A - new email on BookHero
If you've never used BookHero on this email before, you see a form to set a password. Type a password of at least 8 characters, confirm and hit 'Accept and create account'. Done, you have an account.
Scenario B - existing account with a password
If you already work at another BookHero business with this email, you see a form to type your current password. It doesn't ask for nor change the password: it only confirms your identity and joins you to the new team, keeping the same login.
Scenario C - existing account via Google
If your account was created with 'Continue with Google', you see a 'Continue with Google' button. Tap it, pick the right Google account, and you come back to BookHero already with access to the new team.
Land on the dashboard
In any of the three paths, after confirming you're redirected to the dashboard of the business that invited you. The role your boss assigned is already active.
Switching between teams (cases B and C)
If you work at more than one business, you can switch between them in the menu at the top right. BookHero remembers which one you were on and opens there next time.
What you see next on the dashboard
As soon as you accept, BookHero opens straight on the day calendar (if your role lets you see it). It's the main work tool and it's ready: future bookings are already there, your services and schedule too, and you can start creating new bookings if your role allows.
If you're new to the calendar, the first thing to try is creating a booking by hand (the green 'Book' button in the bottom-right corner). There's a full guide in Create a manual booking in the calendar.
What you see vs what you don't: roles in practice
What shows up on the dashboard depends on the role your boss assigned. These are the three most common employee roles (the fourth, 'owner', is reserved for whoever created the business).
| Manager | Employee | Basic | |
|---|---|---|---|
| Own calendar | Yes | Yes | Yes |
| Everyone's calendar | Yes | Yes | No, only yours |
| Create and cancel bookings | Yes | Yes | No |
| Checkout (charge clients) | Yes | Yes | No |
| See your own commissions | Yes | Yes (only yours) | Yes (only yours) |
| See colleagues' commissions | Yes | No | No |
| View clients and history | Yes | Yes | No |
| Edit public page and services | Yes | No | No |
| Invite more employees | Yes | No | No |
| Billing and account security | No (owner only) | No | No |
If you're not sure which role you received, look at the accept screen: your role is shown in bold before you confirm. For a deeper dive into the differences, see Team roles and permissions explained.
Privacy: what your boss and colleagues can see
Things that can go wrong
I clicked the link and it says 'invalid invite'. Now what?
Three possible causes. First: the link came broken in the email (some clients split URLs across lines). Try copying the full link into the browser bar. Second: the invite was revoked by your boss. Ask them to resend. Third: you already accepted before and clicked again; in that case, just sign in at /login with your email and password.
It says the invite 'expired'. Did I wait too long?
Invites are valid for 14 days. After that they expire for security. The fix is simple: ask your boss to resend, which generates a new valid link. All the data they had set up for you (schedule, services, commissions) stays intact.
The invite email reached the wrong address. What now?
Don't try to accept on that address. Ask your boss to open the employee card, delete the pending invite, and create a new one with the correct email. That way you're registered on the right address from the start and the history stays tied to the right account.
I already had a BookHero account at another business. Will I lose the old history?
No. Accepting an invite with an email that already exists joins you to the new team while keeping the login and access to the old business. In the top-right menu you can switch between businesses any time. Each business is its own separate 'box' of data.
Do I need to install an app? Where do I log in next time?
No app required. BookHero runs in the browser on phone or computer at bookhero.pt. Next time you'll go to /login and sign in with email and password (or Google). On phone, you can add the site to the home screen from the browser menu to get an app-like icon.
First steps after accepting
- Check that the calendar shows your correct schedule on the Week view. If anything looks off, flag it to your boss.
- Create a test booking on a fake client to get used to the flow: Create a manual booking in the calendar.
- Learn to switch between the four calendar views (Day, Week, Month, List) depending on the moment: Calendar views: when to use each.
- If your role includes commissions, open the 'Commissions' section to see how they're set up for you.
- Take 5 minutes to wander through the side menu: clients, personal reports, help. What's available to you depends on the role.