How to Manage Team Members

What This Feature Does

Team member management allows you to invite workers, supervisors, and administrators to your organization, assign appropriate roles and permissions, and manage access to different features and projects.

Initial Setup

First-Time Configuration

1. Navigate to "Members" by clicking "Members" in the left sidebar
2. You'll see your current team members list (initially just yourself as the owner)
3. Review the available roles and their permissions
4. Plan your team structure before inviting members

Required Information

Before inviting team members, prepare:

• Email addresses of people you want to invite
• Appropriate role assignments for each person
• Understanding of permission levels for your organization
• Project access requirements for each team member

Day-to-Day Usage

How to Invite a New Team Member

1. Go to "Members" in the left sidebar
2. Click "Invite Member" button in the top right corner
3. Fill in the invitation details:
   • Email Address: Enter the person's work email
   • Role: Select appropriate role from the dropdown:
     • Owner: Full access to all features and settings
     • Admin: Full access except billing and organization deletion
     • Manager: Project management and team oversight
     • Member: Basic access to assigned projects and features
     • Customer: Limited access for client viewing (invoices only)
4. Choose access permissions:
   • Project Access: Select which projects they can view/edit
   • Feature Access: Choose which features they can use
5. Add a personal message (optional) to explain their role
6. Click "Send Invitation"
7. The person will receive an email invitation to join your organization

How to Manage Existing Team Members

1. Go to "Members" to view your current team
2. Find the member you want to manage in the list
3. Click the "Actions" menu (three dots) next to their name
4. Choose from available actions:
   • Edit Role: Change their permission level
   • Edit Access: Modify project and feature access
   • Resend Invitation: Send another invite if they haven't joined yet
   • Remove Member: Remove them from the organization
5. Confirm your changes when prompted

How to Assign Project-Specific Access

1. Open a team member's profile by clicking on their name
2. Go to the "Project Access" tab
3. Configure their project permissions:
   • All Projects: Give access to all current and future projects
   • Specific Projects: Select individual projects they can access
   • No Projects: Remove all project access (for admin-only roles)
4. For each project, set their access level:
   • View Only: Can see project data but not edit
   • Edit: Can modify project information and data
   • Manage: Can add/remove other team members from the project
5. Click "Save Changes" to apply the new access settings

Team Roles and Permissions

Owner Role

• Full System Access: Complete control over all features and settings
• Billing Management: Can manage subscriptions and payment methods
• Organization Settings: Can change organization name, logo, and delete organization
• Member Management: Can invite, remove, and modify any team member
• All Project Access: Automatic access to all projects and data

Admin Role

• System Management: Access to most features and settings (except billing)
• Member Management: Can invite and manage team members (except other admins/owners)
• Project Management: Can create, edit, and manage all projects
• Financial Access: Can view and manage invoices, costs, and financial reports
• Integration Management: Can set up and manage third-party integrations

Manager Role

• Project Leadership: Can manage assigned projects and their teams
• Team Oversight: Can view and manage team members on their projects
• Financial Reporting: Can view financial reports for their projects
• Timesheet Approval: Can approve timesheets for their project teams
• Client Communication: Can interact with clients on their projects

Member Role

• Project Work: Can access assigned projects and enter data
• Timesheet Entry: Can log their own time and submit timesheets
• Basic Reporting: Can view reports for projects they're assigned to
• Limited Editing: Can edit data they've created but limited modification rights
• Task Execution: Can complete assigned tasks and update project status

Customer Role

• Invoice Viewing: Can view invoices assigned to them
• Project Progress: Can see progress on projects they're involved with
• Document Access: Can view shared project documents
• Limited Interaction: Read-only access to most features
• Payment Portal: Can make payments on invoices (if enabled)

Common Tasks for Construction Teams

Setting Up Site Supervisors

1. Invite site supervisors with "Manager" role
2. Assign them to specific projects they oversee
3. Give them permissions for:
   • Timesheet approval for their crews
   • Project status updates
   • Safety and quality reporting
   • Communication with main office
4. Ensure they can access cost codes relevant to their work
5. Set up mobile access for on-site management

Managing Subcontractor Access

1. For subcontractor representatives, use "Member" role with limited access
2. Create project-specific access for their work packages
3. Set up cost code access limited to their trade
4. Enable timesheet entry for their workers
5. Provide invoice viewing for their billing
6. Consider "Customer" role for subcontractor management who only need invoice access

Organizing Large Construction Teams

1. Create role hierarchy matching your organizational structure:
   • Project Managers: Manager role with multi-project access
   • Site Supervisors: Manager role with single project access
   • Trade Foremen: Member role with cost code access for their trade
   • Workers: Member role with timesheet entry only
2. Use consistent naming conventions for easy identification
3. Group members by project or trade for easier management
4. Set up approval workflows matching your reporting structure

Managing Seasonal or Temporary Workers

1. Use "Member" role for temporary workers
2. Set specific start and end dates for their access (if available in settings)
3. Limit access to only essential features and current projects
4. Use project-specific access to control what they can see
5. Plan removal process when projects complete or workers leave

Advanced Team Management

Bulk Member Management

1. For large teams, prepare member information in advance:
   • Create spreadsheet with names, emails, and intended roles
   • Plan project assignments before sending invitations
   • Prepare standard welcome message explaining company systems
2. Send invitations in batches by role or project
3. Follow up with training sessions for new system users
4. Set up mentor or buddy system for complex role assignments

Integration with Project Workflows

1. Align team member access with project phases:
   • Planning Phase: Project managers and key supervisors
   • Execution Phase: Full team including workers and subcontractors
   • Completion Phase: Reduced team for closeout and warranty
2. Adjust access as projects progress through phases
3. Use project completion to review and update team member access

Audit and Compliance Management

1. Regularly review team member access:
   • Check that permissions match current job responsibilities
   • Remove access for completed projects
   • Verify that sensitive financial data access is appropriate
2. Document role assignments for compliance purposes
3. Set up regular review schedule (quarterly or semi-annually)
4. Maintain records of access changes for audit purposes

Troubleshooting

If invitation emails aren't being received

• Check that email addresses are spelled correctly
• Verify that emails aren't going to spam/junk folders
• Try sending from a different email address if issues persist
• Check with your IT department about email filtering

If team members can't access expected features

• Verify their role has permissions for the required features
• Check project-specific access settings
• Ensure their account is fully activated (not pending)
• Review subscription limits on number of users

If someone needs access urgently

• Check if they can be temporarily assigned a higher role
• Use the "Resend Invitation" option to send fresh invitation links
• Consider creating temporary accounts with limited access
• Have existing team members share necessary information while access is being resolved

Tips for Construction Teams

• Start with minimum necessary permissions and add access as needed
• Use role names that match your company's job titles and hierarchy
• Set up approval chains that match your existing project management structure
• Train team members on their specific access levels and responsibilities
• Regularly review and update access as team members' roles change
• Document your role and permission strategy for consistency

Best Practices for Team Security

Access Control

• Follow principle of least privilege - give minimum necessary access
• Regularly review and update permissions
• Remove access promptly when team members leave
• Use strong role definitions rather than custom permissions for each person

Onboarding Process

• Create standard onboarding checklist for new team members
• Provide training on system features they'll be using
• Set up mentoring or buddy system for new users
• Document common workflows and procedures

Communication and Training

• Clearly communicate role expectations and limitations
• Provide regular training on new features and updates
• Create user guides specific to each role level
• Establish clear escalation procedures for access issues

What's Next

After setting up team management, you may want to:

• Configure Project Access for appropriate team members
• Set up Timesheet Approval workflows
• Configure Integration Settings for appropriate administrators