Overview
Staff users are additional users who can help manage your coworking space's daily operations. They can handle bookings, check-ins, member management, and other operational tasks, but cannot access sensitive settings like billing or company information.
Key Benefits:
Delegate operational tasks to trusted team members
Maintain control over sensitive settings and financial data
Streamline daily operations with additional hands-on support
Inviting Staff Users
How to Invite
Go to Staff Settings: Navigate to Space Settings > Staff
Click "Invite Staff Member": This opens the invitation form
Enter Email Address: Provide the email address of the person you want to invite
Send Invitation: Click "Send Invitation" to send the invitation email
Important Limits
Maximum Staff: You can have up to 5 staff users per space
Email Restrictions: The invited person's email cannot already be associated with another space
One Space Per Person: Each person can only be part of one space at a time
What Happens After Invitation
Email Sent: They receive an invitation email with your space details
Account Creation: They create their account using the invitation link
Access Granted: Once they complete signup, they can access the dashboard
Staff Access Restrictions
Staff users have limited access to protect sensitive information and maintain your control over important settings. They cannot access:
Platform Billing and Payment Settings: Cannot view or modify billing information to Easy Space platform.
Reports and Analytics: Cannot access financial reports, usage analytics, or business insights
Staff Management: Cannot invite or remove other staff members
Space Settings and Configuration: Cannot modify any space settings, resources details, company information, or system configuration.
This ensures that sensitive business information and critical settings remain under your control while allowing staff to handle day-to-day operations effectively.
Managing Your Staff
Viewing Staff Status
Active Staff: Members who have accepted the invitation and can access the dashboard
Pending Invites: People who have been invited but haven't accepted yet
Staff List: See all current staff users with their names, emails, and join dates
Removing Staff Users
Active Staff: Click remove to revoke their access immediately
Pending Invites: Cancel their invitation before they accept
Complete Removal: Staff users are completely removed from your space
Note: Removing a staff user immediately stops their access to your space dashboard.
What Staff Can and Cannot Do
Staff Can:
Manage Members: View and manage member profiles
Handle Bookings: Process resource bookings and check-ins
Daily Operations: Manage space operations and member requests
Dashboard Access: Navigate through operational sections
Staff Cannot:
Access Settings: Cannot modify space settings or company information
View Financial Data: No access to billing or financial information
Change Configuration: Cannot modify space configuration or staff settings
Manage Billing: Cannot access or modify billing information
Troubleshooting Common Issues
"User email is already part of a different space"
What it means: The person is already working at another coworking space
Solution: Use a different email address or have them leave their current space first
"Maximum staff limit reached (5 members)"
What it means: You've reached the maximum allowed staff members
Solution: Remove an existing staff member before inviting a new one
"User is already a staff member in this space"
What it means: The person is already on your staff list
Solution: Check your staff list to see their current status
Invitation Problems
Email Not Received: Check spam folders and verify the email address
Expired Invitation: Send a new invitation if needed
Account Creation Issues: Make sure they follow the invitation link correctly
Best Practices
Security
Trust Your Staff: Only invite people you trust with operational access
Regular Review: Periodically check your staff list and remove inactive members
Clear Boundaries: Make sure staff understand what they can and cannot do
Efficiency
Clear Roles: Help staff understand their responsibilities
Training: Show them how to use the dashboard effectively
Communication: Set up clear ways to communicate about operational issues