Invite your team and assign roles

Use the Users page to add your team members to go flow, give each person the right access, and send the invitation that lets them set up their own login.

You need Users: Manage, and you can give only rights you hold yourself.

Open the Users page

Open the Configurations menu and choose Users. This page lists everyone who has access to your organisation, along with their current status. From here you can add people one at a time, import a whole team at once, and send invitations.

Add a team member

Click Add user to open the user dialog. Enter the person's First name, Last name, Email and Mobile number — all four are required before you can save. Their invitation goes to this email address, and it also becomes their username, so make sure it is correct. Once the person has accepted, only they can change these details, under Account > Settings — check the mobile number now, as sign-in and password-reset codes may be sent to it.

Compose roles and rights

There are no predefined roles to pick from — instead you compose each person's access from two sections in the user dialog:

• User roles — contact-role checkboxes: Primary contact, Billing contact, Technical contact and Calendar resource. They mark what the person is to your organisation. The first three also add the client and finance pages to the menu, but without a Clients right only Billing contact can open the journal, email and finance lists (the other two are signed out when they try), and Billing contact lets the person take payments; Calendar resource changes nothing about access and does not create a calendar.
• User rights — per-area access levels. For Organisation, Configuration & settings, Users and Clients you choose between none, View and Manage; Analytics and Audit log offer none or View. Below these, a Resources list lets you set none, View or Manage per resource — or use the All entry to cover every resource at once.

Two rules decide most day-to-day access:

• Generating, activating, editing and cancelling sessions needs Configuration & settings: Manage and either Organisation: Manage or Manage on the resource whose calendar carries the sessions. Without the second right go flow refuses the sessions when it synchronises and signs the person out.
• Adding people to a session, cancelling their places, holding places and marking no-shows needs Configuration & settings: Manage.

Configuration & settings: Manage also lets the person change every configuration page — go flow has no narrower right for desk or timetable work. The full list of what each right opens is in User details.

Recipes for common roles

Start from the recipe closest to the person's job and grant only what they need. Rights decide what a person can open and change, not what their job is: go flow has no field for duties, shifts or the decisions a person must escalate, and Account > Settings shows a person only the Profile and Credentials tabs, not their rights. Give each colleague their duties and what to escalate in your own induction, and go through Check what the person can and cannot see with them.

Front desk

• Clients: Manage — find and edit clients, write journal entries, email clients, Take payment, produce vouchers, see the finance pages.
• Resources, All: View — the Scheduler with every calendar, sessions and participants.
• Configuration & settings: Manage — only if the desk adds people to sessions, cancels places, holds places or marks no-shows.
• Organisation: Manage as well — only if the desk also books or moves ordinary appointments or changes sessions.

Instructor or teacher

• Resources, All: View — the Scheduler with sessions and participants, read-only.
• Clients: View — only if they should open client records and journal entries; it also shows the finance pages.
• Manage on their own resource — only if they run their own appointment calendar. You can give it only if you hold that resource's right individually (see User details).

Marking no-shows needs Configuration & settings: Manage, which opens all configuration; decide whether instructors or the desk record no-shows.

Timetable lead (plans the weekly sessions)

• Configuration & settings: Manage and Organisation: Manage — generate, activate, edit and cancel sessions and work with their participants.
• Resources, All: View — the Scheduler.
• Analytics: View — booking figures in Analytics.
• Clients: View — if they need the participants' client records.

See also Plan the weekly timetable.

Bookkeeper

• Clients: View — Payments, Orders, Wallets and Vouchers under Finance, read-only. It also shows client records and journal entries; go flow has no finance-only right.
• Analytics: View — bookings and revenue in Analytics.
• Clients: Manage instead of View — only if they also take payments. Adjust wallet needs Configuration & settings: Manage.

Owner or operations manager

• Organisation, Configuration & settings, Users and Clients: Manage; Analytics and Audit log: View; Resources, All: Manage. This is what the administrator of a new organisation receives. In a tenant with several organisations, also set the Group level rights.
• Keep at least two people with these rights: nobody can change their own rights, so one can then adjust the other's access.

Save the user

Click Save. The new user appears in the list with the status Created. Created means the account exists but no invitation has gone out yet — that happens in the invitation step below.

Import several people at once

If you are onboarding a whole team, you do not need to add everyone by hand. Open the Upload users import from the Users page toolbar (on a phone or narrow window it is in the round + action menu). In the upload dialog:

1. Click Download template to get the CSV template. It has one column per field: FirstName, LastName, Email, DialCode, Mobile, Tags and CalendarResource. FirstName, LastName, Email, DialCode and Mobile are required, DialCode and Mobile are numbers only, and Tags and CalendarResource are optional.
2. Fill in one row per person.
3. Click Upload user list and pick the file. The import runs immediately — there is no preview step — and reports either success or the first row that failed validation.

Every imported person is created with the Created status and no rights. Open each one, set the rights and save before you invite them. Details: Import users from a file.

Send invitations

Adding a user does not give them access on its own — they still need an invitation. Select the users you want to invite and click Send invitation. A confirmation dialog titled Send invitation to selected users shows exactly who will be contacted; review the list and click Send. The selected users move to the Pending acceptance status.

Each person receives a secure link to accept the invitation. Once they do, their status changes to Active. If someone misses or loses their invitation, simply select them again and re-send it at any time. More in Send invitations.

What your colleague does

1. Opens the link in the invitation email and clicks Accept (see Accepting an invitation).
2. If they are new to go flow, sets a password (see Setting your password).
3. Signs in with email and password and sets up an authenticator app by scanning the QR code. Every later sign-in asks for the six-digit code from that app (see Login).
4. If they work for more than one business on go flow, picks yours in the Please select group step.

You cannot reset a colleague's password or authenticator; they use Trouble logging in? on the login page.

Check what the person can and cannot see

Your own screen shows the rights as you entered them, even when go flow dropped one you do not hold yourself. Check from the colleague's side:

1. After their first sign-in, ask the colleague to open the menu and name the entries they see.
2. Compare with the table below. Ask them to open one thing they should only read — a client, or a session in the Scheduler — and confirm that the save and participant actions are missing.
3. If they see something they should not, remove that right and ask them to sign out and back in. If something is missing, check the right and the rule that you can give only what you hold.

Recipe	Menu entries the person sees	Not shown
Front desk	Scheduler, Journal, Clients, Emails, Finance, Account — with Configuration & settings also Configurations without Users	Analytics
Instructor or teacher	Scheduler, Account	Journal, Clients, Emails, Finance, Analytics, Configurations
Timetable lead	Scheduler, Analytics, Configurations without Users, Account — with Clients: View also Journal, Clients, Emails, Finance	Configurations > Users
Bookkeeper	Journal, Clients, Emails, Finance, Analytics, Account	Scheduler, Configurations

Account always holds Settings and My activity. Emails and the Finance entries appear only where those modules are switched on. A ticked Primary contact, Billing contact or Technical contact adds Journal, Clients, Emails and Finance.

To check a recipe before a colleague starts, add yourself as a user with a second email address you control, give that user the same rights, accept the invitation and sign in with it in a private browser window. Remove the test user afterwards.

When duties change or someone leaves

Change the rights in the user dialog when duties change, choose Suspend user for a temporary absence, and remove them when they leave. What each step does — including current sign-ins and the person's records — is described in Users.