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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 their labour rate if you want job costing to include labour.
Adding someone
| Field | Meaning |
|---|---|
| Name | Shown on stage history, time entries and audit entries |
| Their login, and where the invite goes | |
| Phone | Optional |
| Role | What they can see and do. See the matrix below |
| Labour rate (cents per hour) | Used to cost their clocked time. 4500 is 45.00 an hour |
| Commission rate (basis points) | 500 is 5% of the ex-tax order value, earned on dispatch |
| Active | Off blocks sign-in and stops their API tokens working |
Two fields worth getting right at setup:
- Labour rate. Without it, clocked hours book against jobs at zero cost and your margin-after-labour figures are just gross margin with extra steps. The rate is snapshotted when a clock starts, so a pay rise later never rewrites the cost of a job that already shipped.
- Commission rate. Only for reps who earn commission. It is frozen onto an order when they are assigned to it, calculated on the ex-tax value, and earned when the order dispatches, so tax and freight never inflate a payout.
Use Re-send invite on the edit screen if someone loses the original email.
The roles
| Role | Gets |
|---|---|
| Owner | Everything |
| Manager | Everything |
| Sales | Quotes, orders, customers, messages, marketing, assets, reports. Read-only on inventory and invoices |
| Production | Orders, production, purchasing, inventory. Read-only on assets |
| Designer | Orders, assets, messages. Read-only on customers, inventory and production |
| Finance | Invoices and reports. Read-only on orders and customers |
| Viewer | Reads quotes, orders, customers, messages and other non-admin surfaces. Can never change anything |
Five surfaces are owner and manager only, and no other role sees them even read-only:
- Billing
- Team
- Integrations
- Settings, including brand, invoice template and workflow stages
- Pricing, including decoration methods, pricing rules and price lists
That last one is deliberate: pricing is where your margin lives, and a sales role that can edit the pricing rules can discount without anyone noticing.
Four surfaces are open to every active staff member, whatever their role, because they are the shared views a shop runs on:
- The dashboard
- The production board and the floor board
- Demi, the AI assistant
- The first-run setup wizard
How permissions actually behave
- A role grants a feature, and a feature covers a set of screens. A grant marked read-only allows viewing and nothing else.
- Viewer can never mutate, on any feature, regardless of the grant.
- A deactivated user is denied everything, immediately, including their API tokens.
- A user with no role is treated as a manager. That is a compatibility default for accounts created before roles existed, not a recommendation: assign a role to everyone.
Choosing roles for a real shop
| Person | Role |
|---|---|
| You, the owner | Owner |
| Shop manager who covers for you | Manager |
| Counter and phone sales | Sales |
| Press operators, packers | Production |
| Art department | Designer |
| Bookkeeper | Finance |
| Accountant who only ever looks | Viewer |
Two habits worth keeping:
- Do not give everyone manager because it is easier. The audit log is far more useful when the roles are honest.
- Deactivate rather than delete when someone leaves. Their name stays attached to the stage history and time entries they created, which is what you want when you are looking at a job from six months ago.
Seats
Your plan caps how many staff logins you can have: 1 on Free, 3 on Starter, 10 on Premium, unlimited on Enterprise. The cap is enforced when you invite, with a clear message. Deactivating a user frees their seat.