Team & permissions
WhenTap accounts can have more than one person, and there are two roles. This page covers who can do what, how to invite people, and the account-level controls (pausing a site, exporting, and deleting).
Owners and members
- The owner owns the account and its connected sites.
- A member is someone the owner invited to help run it. Members work inside the owner's account, they see the same sites, services and bookings.
Members can do the day-to-day work: manage bookings, services, staff, availability, the CMS mapping and how the customer emails look. A handful of things are owner-only, because they affect the whole account:
- removing a connected site,
- exporting or deleting the account,
- managing billing and the plan,
- connecting or disconnecting Stripe,
- managing the team,
- clearing the activity log.
Team seats
Team seats are available on the Agency plan, up to 10 members. Other plans run as a single owner. Seat usage counts current members plus any pending invites.
Inviting someone
From the team panel, invite a person by email. They get an invitation link that is valid for 14 days. They sign in with that same email address, and they join your account. Two rules apply: a person can belong to one account at a time, and someone who already owns a WhenTap account cannot also join another.
Members do not need a Webflow login of their own. Anyone with an account, owners included, can choose Sign in with email on the sign-in screen: a secure link arrives in their inbox, works once, and expires after 20 minutes. Opening it shows a Sign in button, so an email scanner that opens links on its own never signs anyone in.
Signing out
Account, then Sign out, signs you out on every device and browser at once.
Pausing a site
Need to stop a site for a while without losing anything? Pause it. Pausing keeps your Webflow connection intact; it stops WhenTap reading from or writing to that site, and the widget stops taking new bookings (visitors see that online booking isn't available right now). Existing bookings, reminders and manage links keep working. When you are ready, Resume puts it straight back with no re-authorizing, because the connection was never dropped. Only if Webflow actually revokes access does resuming send you back through the one-click connect. Paused sites never write to your CMS.
Exporting and deleting
Owners are in full control of the account's data:
- Export. Download every site, service, staff member, location, booking, intake answer, team member and activity entry as one JSON file, with no tokens or secrets included.
- Delete. Delete the account and its data from WhenTap's live database (backups age out within 30 days); you type "delete my account" to confirm. If you had a subscription, it is cancelled first. WhenTap's booking script and webhooks are removed from every site it can still reach (publish to make the script removal live); if a webhook cannot be removed, WhenTap names the site so you can delete it in Webflow (Site settings, Apps & integrations, Webhooks). WhenTap's access to any Stripe account you connected ends; your Webflow content and the payments in your Stripe account stay yours. Team members' sign-in emails are kept until the member asks us to delete them. To also remove WhenTap from your Webflow workspace, uninstall it in Webflow.
If you uninstall WhenTap from your Webflow sites instead (see Uninstalling WhenTap), WhenTap notices within a day, emails you once, and deletes the account 30 days later unless you authorize it again.
Uninstalling WhenTap removes its booking script from your site at your next publish. What WhenTap wrote into your Webflow CMS is yours and stays there after an uninstall or an account deletion: booking items in a write-back Collection. So do the Divs you placed for the widget. Uninstalling WhenTap shows how to remove each.
Both are done from the account menu in the panel, no email or support ticket required.