Invite Your Team

Add employees and assign roles so everyone can access the dashboard.

Inviting your team keeps customer data, schedules, and follow-ups in the workspace instead of in personal chats or individual spreadsheets. Use the smallest set of access that still lets each person do their job.

1. Send the invite

Open Team and invite coworkers by email. Each person receives an invite to join your company workspace. Confirm the email is one they check regularly so they can accept the invitation and set up their own password.

2. Choose a role

Assign a role that matches what they need:

• Owner — full company settings, billing, and team management.
• Manager or office — customer, calendar, invoicing, and operations access.
• Field staff — jobs, schedule, route, and checklist details.
• Limited or admin-only — only the modules their role needs.

Start with the minimum access required. You can raise access later after you see how the person works.

3. Confirm and train on the workflow

After they accept, ask them to sign in and complete a short test: view a customer, open tomorrow's schedule, and update a job status. Confirm they know where customer phone numbers and company policies live so they do not improvise.

4. Review access regularly

Update roles or deactivate access from the same Team page when someone changes jobs or leaves. Doing this immediately protects customer data and keeps invoices and schedules auditable.

Note: Team features depend on your plan; upgrade or add the Team add-on if invites are not available yet.

Build a role map for your team

Write one line for each person's normal week before inviting them. The owner or office manager needs access to customers, calendar, billing, and team settings. A cleaner needs the job list, address, notes, and status updates, but does not need billing or payment details. A part-time assistant may need only customer records and messaging to schedule follow-ups.

Onboard in a short sequence

After the invite is accepted, finish onboarding in one sitting: sign in, confirm the email address, open the main dashboard, complete a simulated status update on a test or non-urgent job, and confirm they can find the customer contact details and company policies. That sequence catches access mistakes before the person is needed for a real ticket.

Protect account access as the team changes

Revisit the Team page after every promotion, schedule change, or departure. Disable access as soon as a person stops doing the role instead of keeping old accounts for convenience. Every active user should have a reason to be there and a clear job that depends on their access.

Agree on where each person works

Before inviting a large team, decide which screens each role uses on a normal day: the owner may spend time in customers, billing, and settings; the office manager may use CRM, calendar, and invoices; field staff may only need today's jobs and customer notes. Write that map on one page and use it to choose roles, so nobody is given a broad role simply because it was faster.

Communicate without sharing passwords

If someone asks a coworker for login details, that is a signal the correct role is missing or the workflow is not clear. Fix the access problem instead of normalizing shared accounts. Each person should be able to find their own schedule, customer list, or job details through their assigned access.

Run a short access review with the fix-it list

Every two weeks, ask each active user whether they can complete their daily tasks without borrowing another account. Collect the gaps as a short list, compare it to the role map, and adjust roles before the next busy day. This review is faster than waiting for a departure to expose a missing access policy.

Define the first question route

Before sending invites, decide which role answers the first customer question of each day: who confirms new bookings, who handles schedule changes, who responds to billing questions, and who reviews AI handoffs. Write one line for each answer and give that person the access required to act. When a question does not have a named owner, the team tends to share logins or create duplicate records instead of completing the workflow.

Use a short team access matrix

Build a simple matrix with one row per person and one column per module they use: customers, calendar, invoices, team, billing, and AI settings. Mark the level needed as view, edit, or manage. Compare that matrix to the role selected when the invite is sent. The matrix catches broad roles that look convenient now but create access risk after the team grows.

Include a tiny delegation test in onboarding

Ask each new user to complete a task that requires another person's permission, such as confirming a booking while an owner is away or updating a service price. The task shows whether the person can use their assigned access to complete a real workflow without borrowing someone else's account.

Review invites when roles change

Treat an invite as a decision, not a one-time setup task. When the owner changes, when a manager takes over a new team, or when the company adds a second office, revisit the role map and confirm each invited user still has the access needed for the new workflow. Remove invites that were sent but never accepted, and update roles before new customer data is shared with the broader team. Reviewing at these milestones is faster than auditing access years later.

Keep invited users visible

Review the pending and active invite lists when capacity changes. If a person was invited for a seasonal push or a temporary project, give them the access needed for that period and remove it when the period ends. A visible team list also makes it easy to see which users have not signed in, so the owner can confirm the invite actually reached the right person.

Avoid common team access mistakes

• Giving every new user a broad role because it is faster than choosing access per module.
• Leaving old invited users active after a seasonal worker or temporary project ends.
• Sharing one login because a real user cannot find the records needed for their task.
• Forgetting to update notification preferences when a person changes from field to office work.
• Letting a team member keep access to billing after they no longer manage payments.

Run a first-week team onboarding check

After the invites are accepted, test the team flow during the first week: one person creates or finds a customer, another sees the same customer record without searching, a manager updates a job status, and an owner confirms the activity appears in the timeline. This short test shows whether the role map works with daily tasks before the team relies on it during a busy week.

Set clear access-review triggers

Review access at three moments rather than waiting for an annual audit: after a promotion, after someone leaves, and after the company changes a workflow such as moving billing to a new owner. At each moment, update the team page, notification preferences, and the role map in one session. Clear triggers keep access current without scheduling an unnecessary review every month.