13. Your Team and Roles

Settings, then Team. Invite the people who need a login, give each the narrowest role that lets them work, and set a labour rate if you want job costing to include labour.

The team list. Last sign-in is recorded on every login.

Where It Lives

Page	What it's for
Settings, then Team	Everyone with a login, their role, rates and last sign-in
Invite teammate	Create a login and send the invite
Edit on a teammate	Role, rates, active switch, and the owner and billing actions
Your profile, from your name at the top	Your own name, password and authenticator app

Inviting Someone

1. Press Invite teammate.
2. Type Name, Email and Phone.
3. Pick the Role. The matrix is below. Only an owner can hand out the owner role.
4. Set Labour rate (cents per hour): 3200 is 32.00 an hour. It costs this person's clocked time on jobs.
5. Set Commission rate (basis points) for reps who earn commission: 500 is 5% of the ex-tax order value, earned on dispatch.
6. Leave Active on and press Create.

Inviting a teammate. The invite link works for 7 days.

The person receives an email with a Set your password button. The link works for 7 days, and completing it verifies their email. After that they ask for a new invite, with Re-send invite on their edit page, or use Forgot password on the sign-in page. Owners and managers must set up an authenticator app on their first sign-in; other roles may set one up from their profile.

Both rates are frozen when they are used: the labour rate when a clock starts, the commission rate when the rep is assigned to an order. Changing them affects work from then on, never jobs already costed.

Plan requirement

Staff seats are 1 on Free, 3 on Starter, 10 on Premium and unlimited on Enterprise. An invite past the cap is refused with a message naming the plan that lifts it. Reactivating a deactivated teammate takes a seat and runs the same check. Deactivating frees a seat.

The Roles

Role	Gets
Owner	Everything, plus the owner-only actions below
Manager	Everything except assigning or removing the owner role
Sales	Quotes, orders, customers, messages, marketing, assets and reports. Read-only on inventory and invoices
Production	Orders, production, purchasing and inventory. Read-only on assets
Designer	Orders, assets and messages. Read-only on customers, inventory and production
Finance	Invoices and reports. Read-only on orders and customers
Viewer	Reads every non-admin surface and can never change anything

Five surfaces are owner and manager only, and no other role sees them, read-only or not: Billing, Team, Integrations, the settings pages (Brand and portal, Invoice template, Workflow stages) and everything under Pricing. The dashboard, the production board, the floor screens, Demi and the setup wizard are open to every active staff member.

A read-only grant shows the page without its buttons. A deactivated user is denied everything immediately, including their API tokens.

Editing a Teammate

Editing a teammate. The header holds the lifecycle actions.

Action	What it does
Re-send invite	Emails a fresh 7 day link to someone who has not set a password yet
Reassign open work	Moves this person's open orders and draft or sent quotes to a teammate you pick. Dispatched orders are not touched
Deactivate my account	Signs you out and leaves the shop with another owner; it asks you to confirm and where your open work goes
Make billing contact	Owner only. Billing email, Stripe receipts and payment failure notices go to this owner from now on

Switching Active off on someone else offers Reassign open work to when they still hold open orders or quotes. Leave it blank and the work stays on their name, shown as (left) on each order. Deactivation stops any clock they have running; commission on dispatched orders stays with them.

Changing someone's email address leaves it unverified until its owner confirms it at their next sign-in. Changing an owner's email also updates the Stripe billing customer.

Owner Rules

• Only an owner can assign or remove the owner role. Managers see the option greyed out.
• The last active owner cannot be demoted or deactivated.
• Deactivating yourself goes through Deactivate my account, which checks that another owner remains.

Choosing Roles for a Real Shop

Person	Role
You	Owner
The manager who covers for you	Manager
Counter and phone sales	Sales
Press operators and packers	Production
Art department	Designer
Bookkeeper	Finance
An accountant who only looks	Viewer

Deactivate leavers

A deactivated person keeps their name on the stage history, time entries and orders they touched, which is what you want when you look at a job from six months ago. The seat is freed either way.

Next

14. Shop floor hardware