# Team Management

> Invite members, set their roles, seats, departments, and data access, and manage custom roles.

Team is where you add people to your workspace and decide what each person can do. Three things work together for every member:

- **Role**: what they are allowed to do (view, create, edit, delete, approve, and so on).
- **Seats**: which modules they can open. See [Seats](https://workstation.repzo.com/docs/commerce/seats).
- **Data access**: which records they can see. See [Departments](https://workstation.repzo.com/docs/administration/departments).

Open **Settings → Users & Permissions → Team**. The page has three tabs: **Members**, **Invites**, and **Departments**.

## Add a team member

1. Click **Invite people**.
2. Enter **First Name**, **Last Name**, and **Email**, and choose a **Role**.
3. Under **Account Setup**, choose how they get in:
   - **Send invitation email**: they receive a link and set their own password.
   - **Create password**: you set a password for them now. You can require them to change it when they first sign in.
4. Choose the seat to give them, then send the invitation or create the member.

Inviting someone holds a plan seat for them until they accept. If no plan seat is open, you'll see **Add more seats to invite members**; add seats in [Billing](https://workstation.repzo.com/docs/commerce/billing) first.

### Pending invitations

The **Invites** tab lists invitations that haven't been accepted, including expired ones. From there you can resend an invitation or revoke it.

## Members

The **Members** tab lists everyone in the workspace with their role, department, seats, and data access. Search by name or email, filter, and choose which columns to show.

Each row's menu has:

- **Open user settings**: the member's full settings page (below).
- **Edit member**: name and role.
- **Manage seats**: their plan seat and add-on seats.
- **Remove from team**: see [Remove a member](#remove-a-member).

### Member settings page

Open a member to manage everything about them in one place:

| Card | What you set |
|---|---|
| Role | Their system or custom role |
| Department | The department they belong to |
| Seats | Plan seat and add-on seats |
| Data access | Which records they can see, with optional per-module overrides |
| Appointments | Whether they can be booked, and which locations and services they support |
| Calling | Whether they can place and receive calls, their extension, and which numbers they can call from |
| Point of Sale | Whether they can unlock a register, their branches, default register, and POS PIN |
| Accounting | Whether they can open the Accounting workspace |

The page also shows the member's **Recent activity** in the workspace.

### Accounting access

When [Accounting](https://workstation.repzo.com/docs/commerce/accounting) is enabled, a member needs Accounting access to open it. This is shown on the member's **Accounting** card. On current plans, access comes from an **Accounting seat**: give one from **Manage seats**. Their role still decides what they can see and change inside Accounting. See [Member access](https://workstation.repzo.com/docs/commerce/accounting/setup#member-access).

## Roles

Every member has one role. Workspaces start with four system roles:

| Role | Typical use |
|---|---|
| Owner | Full control, including billing |
| Admin | Manages the team and settings |
| Manager | Team lead with access to their team's modules |
| User | Standard user |

Only the owner can manage billing by default.

### Custom roles

Open **Settings → Users & Permissions → Roles & Permissions** to see:

- **System Roles**: the predefined roles. Their permissions can be viewed but not changed. Click **Clone** to start a custom role from one.
- **Custom Roles**: roles you create with exactly the permissions you need.
- **User Groups**: groups of people that share a set of roles. Members of a group inherit its roles.

To create a custom role:

1. Click **Create Role**.
2. Enter a **Role Name**, such as `Sales Manager`, and a description.
3. Turn on the permissions it needs. Permissions are grouped by module, with actions such as View, Create, Edit, Edit Own, Delete, Delete Own, Export, Import, Assign, and Approve. Use the search box and the granted/not granted filter to find them.
4. Save, then give the role to members from their settings page.

Some modules have extra permissions. See [Accounting permissions](https://workstation.repzo.com/docs/commerce/accounting/permissions) for Accounting.

## Roles, seats, and data access together

A member can only do something when all three allow it:

1. Their **seat** must include the module, otherwise it is [locked](https://workstation.repzo.com/docs/commerce/locked-modules).
2. Their **role** must allow the action.
3. Their **data access** must include the record.

For example, a Starter member with a role that allows editing deals, and **Own records** data access, can edit only the deals they own.

## Remove a member

Choose **Remove from team** from the member's menu or settings page. If they own records, pick someone in **Reassign to...** and click **Reassign & Remove** so nothing is left without an owner. If they own nothing, you can remove them straight away.

To free a seat without removing someone, take the seat away in **Manage seats** instead.

## Members in several workspaces

One person can belong to several workspaces, each with its own role, seats, and data access. They switch between them from **Switch organization** in their avatar menu.

## Tips

- Give the narrowest role and data access that lets people do their job.
- Use **Manager** or a custom role for team leads, and **Department** data access so they see their team's records.
- Clone a system role instead of building a custom role from scratch.
- Review members, roles, and seats regularly, and remove people who have left.

## Related documentation

- [Seats](https://workstation.repzo.com/docs/commerce/seats)
- [Departments](https://workstation.repzo.com/docs/administration/departments)
- [Locked Modules](https://workstation.repzo.com/docs/commerce/locked-modules)
- [Settings](https://workstation.repzo.com/docs/administration/settings)
- [Notifications](https://workstation.repzo.com/docs/administration/notifications)