Employee invitation errors

Every invitation error has its own explanation below: an expired or replaced link, an email that’s already taken, no free seats, a plan without staff access or too many invitation codes. Find the message you see and follow the steps.

The errors are in two groups: what the owner sees on the staff card in the CRM and what the employee sees on the invitation page. Each heading is the start of the message.

Who fixes it

Almost everything is fixed by the salon owner, or by someone with Full access, on the staff card in the CRM. If you are the employee and see an error on the invitation page, forward the message to the salon owner.

How to send a new invitation

A new invitation fixes most of these:

1. Open “Workspace” → “Staff” → the employee’s card.
2. In the “CRM access” block, click “Send again” (“New link” for a link invitation).
3. Pass the new link on, or ask the person to open the latest email. Older links no longer work.

What the owner sees

The owner sees these messages on the staff card in the CRM. The employee sees some of them on the invitation page too, worded differently — those sections give both versions.

“This address already has a Bookly account”

The owner sees: “This address already has a Bookly account (for example, the person’s own page). Use another address: for Gmail, the same one with +salon before the @ works, and the mail still arrives in the same inbox.”

The employee sees “This email is already taken”: “A Bookly account already uses this address. Ask the salon owner to invite a different email.” If they type the email themselves: “A Bookly account already uses this address. Enter a different email for your work at the salon.”

Another Bookly account already uses this email — often the person’s own page. Work at the salon needs a different address. With Gmail, add +salon before the @ and the mail still arrives in the same inbox. The owner changes “Staff email” and saves: the invitation goes to the new address and the old link stops working.

“This is the salon owner’s account address”

The owner sees: “This is the salon owner’s account address: it already has access to everything, no invitation needed.” An employee typing the email themselves sees: “This is the salon owner’s email. Enter your own address.”

The owner already has access to the whole CRM, so there’s no need to invite yourself. The employee needs an address of their own.

“An invitation to this email was already sent for another card.”

This address is already waiting for an invitation from another staff card — for example, when one person has two cards. Cancel the invitation on the other card with “Cancel invitation”, or use a different email here.

“All seats are taken”

The owner sees one of two messages:

• “All seats are taken (3 of 3). Free one: turn off someone’s access or cancel an invitation.”
• “All seats are taken (3 of 3). Buy another seat or archive someone.”

The employee sees “No free seats in the team”: “The salon’s plan has no free seat for another employee — contact the salon owner.”

Do what the message suggests: turn off access for someone who has left, cancel an invitation you don’t need, archive a card, or buy another seat — see Seats on the Team plan. The salon owner does this.

“Staff access to the CRM is available on the Team plan only.”

The owner sees this on the staff card. The employee sees “Staff access is paused”: “The salon’s plan no longer includes staff access to the CRM — contact the salon owner.”

The salon is on Basic or Pro right now — for example, the Team trial has ended. Staff sign in to the CRM only on the Team plan, so the salon owner needs to switch to Team. If the link expired in the meantime, send a new one. More in The salon’s plan doesn’t include staff access to the CRM.

“The link has expired”

The card shows “Email sent to … · the link has expired” or “Invited on … · the link has expired”. The employee sees “Invitation expired”: “The link was valid for 7 days and no longer works. Ask the salon owner to send a new invitation.”

An invitation lasts 7 days. Send a new one — see the steps above.

“This person’s Bookly account was closed.”

The full message: “This person’s Bookly account was closed. Check the email and save to send a new invitation.” The employee closed their Bookly account. Check the email on the card and save it — a new invitation goes to that address.

“The card is archived: restore it from the archive first.”

Only a card that isn’t archived can be invited. On the Staff page open “Archived”, click “Restore” next to the person, then invite them again.

“There is no pending invitation any more.”

The full message: “There is no pending invitation any more. Close the card and open it again.” The invitation was cancelled or replaced, perhaps from another device. Close the card, open it again and check the current access state.

“The invitation has just been accepted.”

The full message: “The invitation has just been accepted. Close the card and open it again to see the access.” Nothing is wrong: the employee has created their account. Reopen the card and it shows “Access is active”.

“Wait a minute before sending it again.”

You can resend an invitation at most once a minute. Wait and click “Send again”.

“Too many invitations. Try again later.”

A salon can send up to 20 invitations a day, and one address can get up to 5 emails a day. Try again tomorrow. If only the per-address email limit is used up, invite the person “By link”: links count only toward the salon’s limit.

“Someone is changing this person’s access right now.”

The full message: “Someone is changing this person’s access right now. Try again in a moment.” This person’s access is being changed at the same moment, from another device or by someone else. Wait a few seconds and try again.

“The account service is not answering, so nothing was changed.”

The full message: “The account service is not answering, so nothing was changed. Try again in a minute.” Your change wasn’t saved — try again in a minute. If the error keeps coming back, contact support. Write any time — we reply during working hours.

“Could not change the access” or “The card is saved, but the access was not changed”

“The card is saved, but the access was not changed. …” means the name, phone and other fields were saved, but the invitation or the access change wasn’t. The reason follows right after these words — look it up in this article. If you see “Could not change the access. Please try again.”, just repeat the action. If that doesn’t help, contact support and include the message. Write any time — we reply during working hours.

What the employee sees

The employee sees these messages on the invitation page. A few are explained above, in the owner’s group, which also quotes what the employee sees: “This email is already taken”, “This is the salon owner’s email”, “No free seats in the team”, “Staff access is paused” and “Invitation expired”.

“Invalid invitation”

The employee sees: “This link does not lead to an invitation. Ask the salon owner to send a new one.” The link may have been copied only in part. Ask the salon owner for a new invitation.

“Invitation cancelled”

“The salon cancelled this invitation. If this is a mistake, contact the salon owner.” The owner cancelled the invitation on your card. If the team still expects you, ask for a new one.

“A newer invitation was sent”

“The salon sent you a newer invitation, so this link no longer works. Use the latest one.” Each time the owner clicks “Send again”, the previous link stops working. Open the latest email or ask for a new link.

“Invitation already accepted”

“The account for this invitation has already been created. Sign in with your email and password.” The link works only once. Tap “Sign in” and use the email and password you chose. Forgot the password? Reset it.

“Salon unavailable”

“This salon no longer works on Bookly, so the invitation is no longer valid.” You can’t join this salon on Bookly any more. Contact the salon directly with any questions.

“The invitation is not available right now”

“The salon’s account is inactive at the moment. Try again later or contact the salon owner.” Open the link later or message the salon owner. Keep in mind that an invitation lasts 7 days.

“Too many codes were sent for this invitation today. Please try again tomorrow.”

When you join by link, a 4-digit invitation code is emailed to you. One invitation link can send up to 10 codes a day, and the whole salon up to 30. The message appears when either limit runs out — even if the codes were requested by other employees of the salon.

Check that the email is typed correctly, look in your spam folder and enter the code from the latest email if it’s still valid. Otherwise, try again tomorrow.

The invitation code doesn’t arrive, and there’s no error

The page says “We sent a confirmation code to …”, but no email comes. This happens when one address has already been sent 10 codes that day, or when a new code was requested sooner than 60 seconds after the last one or more than 3 times in an hour: Bookly then sends no email, but the page looks the same as usual.

Look in your spam folder and enter the code from the earlier email if it’s still valid. If there’s no email at all, wait an hour and ask for the code again, or try tomorrow. Check the address too: a code can’t reach a mistyped email.

“The time to confirm ran out. Please fill in the form again.”

Too much time passed between filling in the form and confirming it. Open the invitation link again, fill in the form and enter the code from the email right away.

“You’re signed in as …”

Nothing is wrong: another Bookly account is already signed in on this device — often the owner’s, from checking the link. The page warns that it will sign that account out on this device so the invitation can be accepted. If you are the employee, go ahead. Owners: rather than opening the invitation yourself, pass it on to the employee.

Hints under the form fields

• “Enter your name.” or “The name is too long: 120 characters at most.” — enter a name of up to 120 characters.
• “Enter your email.” or “Check the email address.” — make sure the address has no typo.
• “Choose a password.” or “The passwords do not match.” — type the same password in both fields.
• “Enter the code from the email.” — enter the 4-digit code that was emailed to you.

Related articles

• How to invite an employee to the CRM
• Seats on the Team plan: what’s included and how to add more
• The salon’s plan doesn’t include staff access to the CRM