User Guide

BookedMe Guide for Organization Owners

Run a team on BookedMe: invite employees, assign jobs, track hours and mileage, and keep every payment flowing to you.

1.What an Organization Is

An organization turns your BookedMe account into a small team. You stay the owner: clients book on your page, all payments come to you, and you assign each job to an employee. Employees get their own logins to see their jobs, clock in and out, and chat with you — but they never see money.

You (owner): booking page, payments, pricing, assignments, pay report.
Employees: assigned jobs, job notes, time clock, mileage, chat.

2.Create Your Organization

On Profile, scroll to the Organization card and give your organization a name. Your account becomes the owner account; everything else keeps working exactly as before.

Create organization card — Profile → Organization: name it and click Create Organization.

3.Invite Employees

From Profile → Organization, enter an employee's email and click Send Invite. They get an email link to create their own login under your organization.

Organization management card — The Organization card: member permissions, invites, your team list, and pending invites.

Member permissions

The checkboxes control what employees can manage themselves:

Schedule & availability — let employees set their own hours, or turn off to manage them yourself.
Services & pricing — usually off; you control the service menu.
Booking-page profile — whether employees can edit their own public page.
Shared service menu — one menu (yours) applies to the whole organization.
Member booking pages — off by default so all client bookings and payments flow through your page.

4.Plan, Billing & Cancelling

Your organization's plan lives in the same Profile → Organization card, under Plan & billing. It shows what you pay, how many seats that covers, when the plan renews, and the card being charged.

Organization plan and billing block — Plan & billing: monthly total, seat count, renewal date, and the card on file.

Cancelling

Click Cancel plan and confirm. Nothing is charged again — you and your employees keep full access until the end of the billing period you already paid for, and the block then shows the end date instead of a renewal date.

Organization plan set to cancel — After cancelling: the plan ends on the date shown and there are no further charges.

Changed your mind before that date? Click Resume plan and billing continues as normal — nothing is lost.

Only the owner can cancel, resume, or change the plan. Admins and employees never see billing.

5.Permission Levels (Employee vs Admin)

Every person you invite starts as an Employee. In the Members list of the Organization card, each person has a permission dropdown — switch someone to Admin when you want them to help run the business.

Members list with permission dropdowns — Each member row has a permission dropdown: Employee or Admin.

What each level can do

Employee — their assigned jobs, time clock, mileage, and chat. They only manage their own schedule/services when the checkboxes above allow it.
Admin — everything an employee can do, plus editing the organization's booking page (business info, appearance, terms, photos, form fields) and managing any teammate's schedule and services.

Admins never touch money or the team roster. Billing, plan & seats, payouts, revenue, invites, removing people, and changing permission levels stay with you alone.

What an admin sees

An admin's Profile page gets a slimmed-down Organization card — a button to edit the organization's booking page and the team list with each person's schedule and services.

Admin employee organization card — The admin's view: edit the organization booking page, or jump into a teammate's schedule.

Admin editing the organization booking page — While an admin edits the organization booking page, a banner shows whose page it is. Payouts, billing and account settings are hidden.

Admin editing a teammate's schedule — Admins can set any teammate's weekly hours and time off.

Changed your mind? Set the dropdown back to Employee — access is removed immediately.

6.Assign Jobs to Employees

When a client books (and pays their deposit) on your page, the job appears in Bookings. Open it and tick everyone working it under Assign To Employees, with notes they'll all see — gate codes, focus areas, who takes what.

Big job? Tick two or three people and they each get the job on their own dashboard. Untick everyone to put the job back in the unassigned pile. Only people you add are emailed, so editing the notes later doesn't spam the whole crew.

Owner bookings list — All organization bookings in one list.

Booking detail with balance and payment actions — The booking detail — client info, deposit collected, balance due, and every payment action.

Assigning a booking to two employees — Scroll to Assign To Employees: tick everyone on the job, add notes for them, and save. They see the job immediately.

Admins can assign jobs too — see Permission Levels above.

7.Add a Job Booked Outside the Site

Phone calls, walk-ins, and repeat customers who never touch your booking page still belong on the schedule. On the Bookings page, + Add Booking enters the job by hand — and you can assign it to an employee in the same step.

Add Booking form with employee assignment — Service, time, anything already paid, and who is doing the work — in one form.

Ticking services fills in the job length; leave them unticked and set the minutes yourself for one-off work.
Payment already collected records cash or a card you ran elsewhere. Leave it blank and collect later with a payment link, QR, or card entry.
Assigning here notifies everyone you tick, exactly like assigning from the booking detail — tick more than one for a two-person job.
You get a warning if the time overlaps something already booked.

Admins can do this too. Employees can't — they only ever see jobs assigned to them.

8.Job Completion Flow

Employees mark a job complete when they finish. Completed-but-unreviewed jobs are flagged for you with a badge, so nothing slips through:

Completed job — A job the employee marked complete. Collect the balance with a payment link, QR, card entry, or mark it paid.

Employee finishes the job → taps Mark Job Complete.
You see the ✓ Job done badge in Bookings.
Collect the balance: Email Payment Link, Payment QR, Accept Card Payment, or Mark as Paid for cash.

9.Time & Pay Report

Employees clock in and out from their own dashboards. The Time page gives you a pay report for any date range: hours worked (lunch deducted), pay at each employee's hourly rate, miles driven, and mileage reimbursement.

Owner time & pay report — Hours, pay, miles, and mileage reimbursement per employee — plus year-to-date totals.

Set each employee's hourly rate — used to compute pay automatically.
Set your mileage rate (defaults to the IRS rate) for reimbursement.

Use the date filters to run a report per pay period, then pay employees however you normally do — BookedMe does the math.

10.Organization Chat

Organization Chat is a private message thread between you and each employee — job questions, schedule changes, day-to-day coordination without giving out your personal number.

11.Services & Pricing

You control the service menu clients book from. With shared service menu turned on, your services apply across the whole organization.

Services page — Your service menu — names, durations, prices, deposits.

12.Revenue

All client payments — deposits and balances — land in your Stripe account. The Revenue page tracks it all. Employees never see this page.

13.Your Booking Page

Clients book on your organization's page just like with any provider — pick a service, choose a time, pay the deposit.

Public booking page — The client-facing booking page for your organization.