In Booklink, a "user" is a login account and a "team member" is a person who appears in the booking system (the person clients can book with). These are separate records. To give a staff member their own login that shows only their bookings and schedule, you need to link their user account to their team member profile.
Why linking matters
Without a link between a user and a team member:
- An Admin user sees everything, which is correct — no link needed for admins
- A Member user sees nothing useful — they cannot see any bookings because Booklink does not know which team member they are
Once the link is set, a Member user automatically sees only the bookings assigned to their linked team member. The team filter on the bookings page is pre-set to them and cannot be changed.
How to link a user to a team member
- 1
Open the user's edit form
Go to Users in the main menu. Click the user you want to link, then click Edit.
- 2
Select the team member
In the edit form, find the Linked team member field. Click the dropdown and select the team member profile this user should be linked to. The dropdown shows all team members in your account. - 3
Save the change
Click Save. The link is applied immediately. Next time this user logs in, they will see only their own bookings and schedule.
Unlinking
To remove the link, open the user's edit form and clear the Linked team member field. Save the change. The user retains their role (Admin or Member) but is no longer associated with a specific team member. A Member with no link will see an empty dashboard until you either link them again or change their role to Admin.
One team member, one user
Each team member can only be linked to one user account at a time, and each user can only be linked to one team member. If you need to reassign the link (for example, a staff member gets a new email address), update the user account's email or create a new user and link them to the team member.