Opening a new property, or taking on a whole front-office team, means giving a lot of people an operator account at the same time. The Invite operators page takes a list of email addresses in one go, up to 100 of them, and lets you set each person's name, property access, role, and team before anything is sent. One colleague or 100, it is the same page.
Inviting someone is the moment guest data access is granted, so the value of doing it in a batch is not only the time saved. It is that everyone arrives already scoped to the right properties, with the right role, in the right team, instead of needing a visit to their settings afterwards.
Where to find it
Open Settings from the left menu, then Operators. Every operator can open it to reach their own profile, but inviting colleagues and changing anyone's access are Admin actions.
On the Operators screen, select Invite in the top right. + Add new beside it is the other way to create an account, where you set the password yourself and pass it on. See Adding and managing operators for that route.
Inviting runs in three stages, shown across the top of the page: Add, Review, and Send. Nothing leaves Bookboost until the last one.
Stage 1: Add the addresses
Type or paste the addresses into Email addresses, then select Continue.
One address is fine. For several, separate them with a comma or a new line, or a mixture of the two, which means a column copied straight out of a spreadsheet works without cleaning up. Addresses in the John Doe <john@hotel.com> form, as they arrive when copied from a mail client, are accepted too.
Up to 100 addresses are taken at a time. Paste more and the first 100 are imported, with a note saying how many were left out, and the rest can go in a second round.
Stage 2: Review, and set what everyone gets
The Review stage is where the batch is shaped. Three controls sit above the table and apply to everyone in it.
Role. One role for the batch. See Operator roles for what each one reaches. If somebody needs a second role, add it afterwards on their own operator record.
Property access. This starts as All properties. Select the properties these people should work in and each becomes a chip you can remove. The same list appears as Accessible Apps on an individual operator's record, so Accessible Apps is the article to read on what it controls.
Teams. This starts as No team. Pick a team and the whole batch joins it, without disturbing the members it already has.
The table below shows one row per person, with their email, first name, last name, properties, role and team. Names are filled in from the address, so john.doe@hotel.com arrives as John Doe. The guess is a starting point rather than a decision: edit a cell to change it.
Inviting a group where a few people need something different? Tick those rows first, then set the role or property access, and it applies to just them.
To drop someone before sending, open the row actions with the three dots at the end of their row and choose Remove from this import. This only takes them out of the batch on screen, and nothing has been sent to them.
Start over clears the whole batch and returns you to the Add stage. When the table is right, select Send invites, which names the number going out, for example Send 12 invites.
Stage 3: Send, and read the result
The Send stage sorts everyone into three counts, and each one can be selected to see the people it covers.
Invited. The invitation went out and the settings were applied. Nothing further to do.
Invited, settings not applied. The invitation was sent but the name, property access, role or team could not be. That person exists and will receive their email, so these are deliberately not retried. Finish their setup from their own operator record.
Failed, nothing was created. No account, no email. Each row gives the reason, for example "An operator with this email already exists. It may be in another organisation, or have been deleted".
Retry re-sends only the failures. The button names the number, for example Retry 1 failed invite, so nobody who was already invited is invited twice. Invite more starts a fresh batch.
What the page checks, and when
Two checks run at different moments, which is why a batch can look clean at Review and still report a failure.
At import, before anything is sent: duplicates inside your paste, addresses that are not valid, and addresses that already belong to an operator in your organisation. These are set aside with a note saying which and why.
At send: an address can still fail if it belongs to an operator elsewhere, in another organisation or in an account that was deleted. Bookboost cannot see that until it tries. The row reports it, and no account is created.
What this does not do
100 addresses at a time. The rest go in a second round.
One team per batch. Role and property access can differ per person, but the team applies to everyone you are inviting together. Two groups going to two different teams means two rounds.
No undo. Once the invitations are sent they are sent. Removing someone afterwards is done from the operators list, not here. Remove from this import only works before sending.
Admins only. Any other role reaching the page is told to ask an Admin.
It does not set up the rest of an operator's record. Anything not offered here, an email signature for instance, is still set per person afterwards.
It does not change people who already have accounts. Existing operators are edited one at a time from their own record.
Common questions
Can I paste a column straight out of a spreadsheet?
Yes. A pasted column arrives separated by new lines, which is one of the accepted separators.
One of my colleagues already has an account. What happens to them?
Their address is set aside, either at import or at send depending on where the account lives, and nothing about their existing record is changed.
The names Bookboost guessed are wrong. Does that matter?
Only until you send. Edit the cell in the table beforehand. Afterwards a name is changed on the operator's own record, or by the operator themselves.
I picked the wrong role for everyone. Do I have to start again?
Only if you have already sent. Before sending, change the Role control and it applies to the whole table again, or use Start over to clear the batch.
What to do next
Check what the people you just invited will actually see. Operator roles covers the sections each role reaches, Accessible Apps covers the property list, and Property-level data visibility in the Unified Inbox covers the conversations, reservations, and figures that property access filters.
Getting help
Open Help at the bottom of the left menu and choose Talk to Us, or email support@bookboost.io.