Inviting and managing your team
How invites work, what a member record actually holds, the four employment statuses and why you should use them instead of deleting people.
Invites
From Team, invite by email with a role attached. The invitation is a tokenised link, valid for seven days. Weekwright emails it, and you can also copy the link and send it however your team actually communicates — plenty of hospitality teams live in WhatsApp and will never open a work email.
Pending invites are listed with their expiry. Revoke one and the link stops working immediately. Someone whose invite expired simply needs a new one.
Bringing across a whole team at once? Paste your roster export instead of typing — Importing your data.
Membership and profile are different things
This distinction explains most of the "why can't I edit that" questions.
The membership belongs to the employer: role, pay rate, employment status, job title, the display name shown on your roster, and the manager notes on the person. Managers edit it; employees never see the pay rate or the notes.
The profile belongs to the human and follows them across every organization they work for: avatar, pronouns, bio, personal phone, emergency contact, language and timezone. They edit it, you do not.
The consequence to be aware of: the same person can appear with a different display name in two organizations, and that is correct rather than a bug.
The four statuses
| Status | Use it when |
|---|---|
| Active | Normal. Schedulable, counts against your plan. |
| Inactive | Off the rota for now — parental leave, a seasonal gap, a student between terms. Not schedulable, does not count against the plan, comes back with one click. |
| Suspended | Temporarily stopped, deliberately, with a reason. |
| Terminated | They have left. |
All four keep the person's history intact: their past shifts, hours worked, time-off records, clock entries and notes. That history is your own evidence in a payroll dispute or an inspection, and deleting a person to tidy the list is how you throw it away.
Member notes
Managers can attach dated notes to a person, categorised as general, performance, incident, praise, development or coaching. They are manager-only and never visible to the employee.
They are also part of the agent's context, which is the real reason to keep them: "prefers not to close alone" written once is honoured in every subsequent draft, instead of living in one manager's memory and leaving when they do.
Plan limits
Plans are billed per location, not per person — hiring never changes your bill. There is still a per-location cap on active members as a guard against the pathological case, and it applies when you invite or re-activate someone. Starter allows 20 on one location; Core and Pro allow 75 per location; Business has none.
See Plans and billing.
Common questions
- Can somebody work at two of my locations?
- Yes. Membership is per organization, not per location, so one person can be scheduled at any site in your organization.
- Someone left and came back. Do I re-invite them?
- Set them back to Active. Their whole history is still there, and re-inviting would create a second record with none of it.
- How does someone delete their account?
- From their own account settings. It removes the personal profile that belongs to them; the employment records that belong to your organization remain, as they must for payroll and compliance.
Related
Roles and permissions
Four roles — Owner, Admin, Manager, Employee — what each one can reach, and how the permission check actually works underneath.
Importing your roster and your existing schedule
Paste a CSV export from your current tool or a spreadsheet. Columns are detected for you, every row is previewed before anything is written, and nothing is imported until you confirm.
Plans and billing
Why the bill is per location rather than per employee, what each plan unlocks, how the trial works, and what happens when a payment fails.
Skills and qualifications
Define what a position requires, record who holds what, set an expiry on the certifications that have one, and let the schedule enforce it instead of your memory.