The Users page in CaptainBook lets you manage everyone who has access to your workspace. You can add new team members, update their details, assign roles, and configure how each person receives notifications.
Accessing the Users page
From the left sidebar, click the Users icon. This opens the Users page, which displays a list of all team members in your workspace along with their name, email, role, and assigned business unit. You will also see a Plan usage bar showing how
many user seats are currently in use.
Adding a new user
To invite a new team member, click ADD NEW in the top-right corner of the Users page. Fill in the following details:
Name — The full name of the team member (required).
Email — Their email address, which will be used for login (required).
Phone — An optional phone number with country code.
Role — Select a role from the dropdown to define what this user can access (required). Available roles include Admin, Manager, User, Reservation Manager, External User, and Api.
Click ADD A NEW USER to send the invitation. The new user will receive an email to finalize their account setup and set a password.
Editing a user
To update an existing user, click the green edit (pencil) icon next to their name in the user list. On the edit page you can change their name, email, phone number, or role. You will also see a status indicator showing whether the user is active and when they were last seen.
If you need to reset a user's password, click the RESET PASSWORD button at the top of the edit page. This sends a password reset email to the user.
After making changes, click UPDATE USER to save.
Removing a user
To remove a user from your workspace, click the red delete (trash) icon next to their name in the user list. Confirm the deletion when prompted. Note that some users may not have a delete option if they are protected by system rules.
User notification preferences
Each user has individual Notification Settings that control how they receive alerts. These are found at the bottom of the user edit page. The available notification types are:
You received a new booking
A booking has been cancelled
A booking is rescheduled
A document has been signed by a customer
For each notification type, you can choose the delivery method: None (disabled), Email, Push notification, or In-app. Click SAVE to apply the notification preferences.
Tips
Assign the most appropriate role when creating a user to ensure they only access what they need. You can learn more about roles in the Roles and Permissions article.
Check the Plan usage bar regularly to monitor how many user seats you have available.
Use the business unit column to quickly see which parts of your organization each user belongs to.