Team, roles and permissions

Goal. Invite team members, assign them a role, adjust what each role and each person can do, and deactivate access when someone stops working at the company.

Prerequisites. The Administrator role. It opens from "Settings" › "Team". The license sets how many active users the installation allows; the figure is under "Settings" › "License".

Inviting a member

1. Click "Invite member", below the members table, type the "Email" and choose the "Role": "Administrator", "Operator" or "Assistant".
2. Click "Invite". The CRM confirms with "Invitation sent" and the person receives an email with a link to set their password and join the company directly.
3. Under "Members (N)" the person appears as "Invited" until their first sign-in; afterwards, "Active".

The members

The "Members (N)" table shows "Member", "Role", "Status", "Joined", "Permissions" and "Actions", with "Search by name or email…" to filter; your own row carries the "You" mark and, under "Permissions", "Full access". For the other members:

• The "Permissions" button on their row sets exceptions for that person only.
• The "Actions" menu offers "Make Administrator", "Make Operator" or "Make Assistant" to change the role, confirmed with "Member updated", and "Deactivate access", which asks to confirm "Deactivate this member's access? You can reactivate it anytime.", or "Reactivate access". An "Inactive" member cannot sign in and does not count towards the license limit.

Roles and permissions

The "Administrator" has "Full access". For "Operator" and "Assistant", the "Roles & permissions" block allows:

• Renaming the role by typing over its name, "Role name", for example "Accountant" or "Front desk"; the CRM confirms with "Role renamed to …".
• Adjusting its template with "Permissions". The "… permissions" window groups permissions by module, "Clients", "Cases", "Money", "Contracts", "Appointments", "Inbox", "Marketing" and "Reports", each with an explanation. The template is "Factory default" or "Customized".

By default, the Operator can do everything except delete and erase clients, export clients, delete cases and documents and manage campaigns. The Assistant views, creates and edits clients, views cases, manages appointments and works the inbox, without seeing internal notes or amounts.

The "Permissions" button on a member's row opens "This member's permissions": checked items come from their role; any change there is an exception for that person only, counted as "N adjustments". "Reset all to role" removes them and confirms with "Exceptions removed".

Troubleshooting

• "You cannot leave the organization without an active admin". Name another administrator before changing the role of, or deactivating, the last one.
• "You cannot change your own access". Another administrator must do it.
• "Your plan allows a maximum of active users and you have reached it. Deactivate a user or upgrade your plan." Deactivate someone or extend the license.
• The invitation does not arrive. Check the spam folder and that the company email is connected under "Integrations". The invitation can be resent by inviting the same email again.
• A member cannot see a screen. Their role or exceptions lack the permission; check it under "Permissions".