How to Invite Service Providers and Assign Roles in SpaSphere
Send email invitations to service providers and managers, assign roles, and manage pending invites.
8 min read
Growing your spa team should be as simple as sending an email. SpaSphere's invitation system lets you bring new service providers and managers onboard by sending them a secure email invitation right from your dashboard. The invited person clicks the link, signs in with Google, and is automatically added to your team -- no passwords to create, no manual account setup, and no back-and-forth with IT. You control what role each person gets before the invitation goes out, and you can track every pending invite until it is accepted.
Why This Matters for Your Spa
Onboarding delays cost real money. Every day a new provider waits for system access is a day they cannot be booked, which translates to $400-800 in lost appointment revenue per day for an experienced esthetician or therapist. Manual onboarding -- creating accounts, setting passwords, configuring permissions -- typically takes 30-60 minutes of admin time per person and introduces security risks when credentials are shared over email or sticky notes. SpaSphere's invitation flow eliminates this entirely: you type an email, pick a role, and the system handles everything else. Google authentication means no shared passwords, no password reset calls, and audit-ready access logs from day one.
Key Capabilities
- One-click email invitations sent directly from the Team Members page
- Role selection to assign Service Provider or Manager permissions at invite time
- Google authentication for secure, passwordless onboarding via a single click
- Pending invitation tracking with status badges showing whether an invite is active or expired
- Invitation details including the role assigned, date sent, and expiration time
Sending an Invitation
Open the Invite modal
On the Team Members page, click the Invite Team Member button in the top-right corner. A dialog appears with a form for the invitation.
Enter the provider's email address
Type the email address of the person you want to invite. This must be the email they will use to sign in with Google. SpaSphere validates the email format before allowing you to send.
Select a role
Choose from two roles using the Role dropdown:
- Service Provider -- Can access the dashboard, view their own schedule, and manage their assigned appointments. This is the right role for estheticians, massage therapists, nail technicians, and any other hands-on provider.
- Manager -- Has broader access to business settings, team management, and reporting. Assign this role to office managers, spa directors, or anyone who needs to oversee operations beyond their own appointments.
Send the invitation
Click Send Invitation. SpaSphere sends an email to the address you entered with a secure link. A success notification confirms the invitation was sent. The invitation now appears in the Pending Invitations section at the bottom of the Team Members page.
Google authentication keeps your team secure
When the invited person clicks the link in their email, they are directed to sign in with their Google account. SpaSphere uses Google authentication exclusively, so there are no passwords to manage, reset, or share. This reduces your exposure to credential-based security incidents and means your team members can start using the system immediately with the Google account they already have. Once they authenticate, they are automatically added to your team with the role you assigned.
Tracking Pending Invitations
After you send an invitation, it appears in the Pending Invitations section below the active team members table. Each pending invite card shows:
- Email address of the invited person
- Status badge -- either "Pending" (active, waiting for acceptance) or "Expired" (the invite link has timed out)
- Role assigned to the invitation (Service Provider or Manager)
- Sent date showing when the invitation was originally sent
- Expiration date and time so you know exactly when the link will stop working
If an invitation expires before the recipient clicks the link, the status badge changes to red "Expired." You can send a new invitation to the same email address to generate a fresh link.
Understanding Roles
SpaSphere uses a role-based system to control what each team member can see and do in the dashboard. Roles are assigned at invitation time and determine the level of access a person has once they join.
| Role | Dashboard Access | Calendar View | Manage Team | Business Settings |
|---|---|---|---|---|
| Service Provider | Own schedule and clients | Own appointments | No | No |
| Manager | Full business view | All appointments | Yes | Yes |
| Admin (owner) | Full business view | All appointments | Yes | Yes |
Start with least privilege
When in doubt, invite new team members as Service Providers. This gives them everything they need to manage their own appointments and clients without exposing business-sensitive settings like billing and team management. You can always adjust their role later if their responsibilities expand. This approach follows the security principle of least privilege and protects your business data while still empowering your providers to do their jobs effectively.
Frequently Asked Questions
Related Documentation
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