Invite your team with the right roles

Decide the role before you send the invite

A role decides what a person can see and change from their first sign-in. It is easier to give the right role on day one than to take access away later. Open Settings > Team & access > Roles & permissions and use View Permissions on each of the Default Roles to see exactly what it allows.

A short guide to the default roles:

• Admin runs the whole workspace, except a few owner-only settings such as import and developer tools.
• Manager runs enquiries, bookings, clients, partners, email and the Assistant, creates invoices and sees reports, but cannot change settings.
• Ops Manager can do what a Manager does and also add and edit vehicles and drivers.
• Dispatcher handles enquiries, bookings, partners, email and the Assistant, with no reports, settings or team access.
• Staff can look at enquiries, bookings, clients and email without changing them.

If none fits, build one with Create Custom Role.

Who sees margins and who changes prices

Partner cost and margin on a booking are shown only to roles that can view reports: Owner, Admin, Manager and Ops Manager. A Dispatcher sees the work but not what you earn on it. Decide who in your office should know your margins and give them a role that includes reports.

Rates live in settings. Only the Owner and Admin roles can edit settings, so only they can change your prices. Managers can read the pricing screens; Dispatchers cannot open them.

Send the invitations

Invite office staff from Settings > Team & access > Members with Invite User. The invitation is sent from your connected mailbox, so connect it first. Each plan has a number of team seats; the trial has three users. Settings > Plan & billing > Usage & add-ons shows how many you have used.

Drivers and partners have their own way in

The Driver role opens the driver app only, with the driver's own jobs and no office data. Do not give it to someone who works in the office. Invite drivers from Cars & Drivers, where each driver profile can be sent an invitation to the driver app.

Partner companies do not appear in the role list. Invite them from Partners, which gives them the partner portal.

Review access when people change jobs

When someone moves from dispatch to accounts, or leaves, change or remove their role the same day from the member's row in Members. The Owner role itself cannot be reassigned there.