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Team and Permissions ​

The Team page is where you invite staff, give each person a role, set their labour and commission rates and switch accounts off when people leave. It also holds the rules that keep a workspace safe: only owners hand out the owner role, the last active owner can never be removed, and a leaver's open work is offered for reassignment.

Where It Lives ​

PageWhat it's for
Settings, then TeamThe list of staff with role, status, rates and last sign in
Settings, then Team, then Invite teammateInvite someone
Settings, then Team, then a rowEdit a person, re-send their invite, reassign their work, deactivate them
Profile (your name at the top right)Your own password and authenticator app

Team is available to owners and managers.

Plan requirement

Active staff are capped by plan: 1 on Free, 3 on Starter, 10 on Premium, unlimited on Enterprise. An invite or a reactivation past the cap is refused with a message naming the plan that lifts it. See Plans and limits.

Inviting Someone ​

  1. Go to Settings, then Team and click Invite teammate.
  2. Type their Name, Email and, if you want it on their record, Phone.
  3. Pick a Role. The helper text under the field summarises each one; the full table is below.
  4. Set Labour rate (cents per hour) if their time is costed against jobs: 3200 is 32.00 an hour.
  5. Set Commission rate (basis points) if they earn commission: 500 is 5% of the ex-tax order value, earned on dispatch.
  6. Leave Active on and click Create.

Inviting a team member with the name, email, phone, role, labour rate, commission rate and active fieldsThe invite form.

The new person receives an email headed with your shop name and a Set your password button. The link works for seven days; completing the form sets their password, verifies their email and signs them in at your workspace address. While the invite is unanswered, their record shows Re-send invite at the top.

If the seat cap is reached, the invite is refused with "Plan limit reached" and the plan's message. If a manager picks the owner role, it is refused with "Only an owner can assign the owner role".

Rates are frozen when they are used

The labour rate is copied onto each clock entry when the person clocks on, and the commission rate onto each order when they are assigned as its rep. Changing a rate here affects work from now on and never rewrites history.

The List ​

Team members and roles with status, rates and last loginThe team list.

The list shows Name, Email (click to copy), Role, Status (Active or Deactivated), Labour rate, Commission and Last login, which reads Never until the person's first sign in. The Active filter hides deactivated accounts.

The Roles ​

Owner and manager hold every feature. The other roles are narrower. Full means view and change, Read means view only, and None means the screen is not shown.

FeatureOwnerManagerSalesProductionDesignerFinanceViewer
QuotesFullFullFullNoneNoneNoneRead
OrdersFullFullFullFullFullReadRead
CustomersFullFullFullNoneReadReadRead
MessagesFullFullFullNoneFullNoneRead
Marketing (stores, campaigns, coupons, promotions, broadcasts)FullFullFullNoneNoneNoneRead
AssetsFullFullFullReadFullNoneRead
ReportsFullFullFullNoneNoneFullRead
ProductionFullFullNoneFullReadNoneRead
PurchasingFullFullNoneFullNoneNoneRead
InventoryFullFullReadFullReadNoneRead
InvoicesFullFullReadNoneNoneFullRead
PricingFullFullNoneNoneNoneNoneNone
BillingFullFullNoneNoneNoneNoneNone
TeamFullFullNoneNoneNoneNoneNone
Integrations, API tokens, webhooksFullFullNoneNoneNoneNoneNone
Settings (brand, invoice template, workflow, audit log)FullFullNoneNoneNoneNoneNone

Open to every active staff member, whatever their role: the dashboard, the production board, the floor board, Demi and the setup wizard.

Four rules sit over the table. The viewer role never changes anything, whatever the grant says. A deactivated account is denied everything at once, including its API tokens. An account with no role is treated as a manager, which is a compatibility default for old accounts and not a recommendation. Pricing, billing, team, integrations and settings are owner and manager only, with no read-only view for anyone else.

What Each Role Sees ​

A screen a role cannot open is left out of that person's sidebar, so a sales rep never sees Pricing, Billing or Team, and a finance user never sees Quotes or Messages. Typing the address of a screen the role does not hold opens a 403 page headed "Your role does not reach this page." with the reason, "Your role does not allow this.", and a Go back button. A record that belongs to another workspace answers 404 rather than 403, so nothing confirms it exists.

A read grant shows the screen without the buttons that change it. A viewer opens every quote and order, but New quote, Edit, Advance and the other actions are not on the page, and an action a read-only role reaches anyway is refused with a notice naming the role, for example "Your role does not allow count entry" on a cycle count. The dashboard, the production board, the floor board, Demi and the setup wizard are open to every active staff member.

During a workspace's 30 day closing window every screen is read-only for every role, and a save is refused with "This workspace is closing and is read-only. Restart your subscription from Billing to make changes." Billing itself stays writable so an owner can restart.

Editing a Person ​

Editing a team member with the role, rates and active fields and the header actionsEditing a team member.

The edit page has the same fields as the invite form plus header actions that appear when they apply:

ActionWhen it showsWhat it does
Re-send inviteThe person has not yet set a passwordSends a fresh seven day link
Reassign open workThe person is the rep on an open order or raised a draft or sent quoteMoves that work to an active teammate you pick. Dispatched orders are not touched
Deactivate my accountYou are editing your own recordConfirms, offers to reassign your open work, signs you out
Make billing contactYou are an owner editing another active ownerSends billing email, Stripe receipts and payment failure notices to that person from now on

Changing someone's Email clears its verification: the person is asked to verify the new address at their next sign in. When the person is the billing contact, the Stripe customer is updated in the same save.

Deactivating Someone ​

  1. Open the person's record and switch Active off.
  2. If they still have open orders or quotes, Reassign open work to appears under the toggle, with a count of what is on their name. Pick who takes it, or leave it blank.
  3. Click Save. Their running clock is stopped, the work moves if you picked someone, and the event is written to the audit log.

A deactivated person cannot sign in, their API tokens stop working and their seat is freed. Their name stays on everything they made. Work left on their name shows them as (left) in the rep field, and the order still saves. Dispatched orders keep the leaver as rep at the rate frozen on the order, so earned commission is never rewritten. Switching Active back on takes a seat again and is refused at the cap.

Deactivate leavers, do not delete them

Deleting an account would orphan the orders, quotes and clock entries that name the person. Deactivation keeps the history and frees the seat.

Owners ​

  • Only an owner can assign or remove the owner role. A manager sees the option greyed out, and a save that tries it is refused with "Only an owner can assign or remove the owner role".
  • The last active owner cannot be demoted or deactivated. The refusal names the person and asks you to make someone else an owner first.
  • To leave yourself, use Deactivate my account on your own record. It asks you to confirm and only proceeds while another active owner remains. Switching your own Active toggle off in the form is refused and points you to the action.
  • Billing email goes to the billing contact: the first owner, unless you press Make billing contact on another active owner's record.

Authenticator Apps ​

Owners and managers must set up an authenticator app before they can use the workspace. After signing in they are sent to the set-up screen until it is done, with recovery codes to keep. Every other role can add an authenticator from Profile and is not required to.

Your profile with name, password and the authenticator app sectionThe profile page, where an authenticator is set up.

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