Build Your Team With the Right Access for Every Role
Invite technicians and managers with role-specific permissions. Control who sees what, enforce seat limits by plan, and keep your team organized as your business scales.
The Problem
Growing your team without proper access controls creates chaos. Technicians see billing data they should not, managers cannot access the tools they need, and seat sprawl inflates your costs.
Everyone Sees Everything
Without role-based access, every team member can view financial data, client details, and business settings. Technicians do not need to see invoice amounts, and giving them access creates unnecessary risk.
Inviting New Team Members Is Manual
Adding a new technician means creating accounts by hand, setting passwords, and explaining which pages they should use. The onboarding process takes too long and leads to configuration mistakes.
No Control Over Team Size as You Grow
Without seat limits tied to your plan, team accounts multiply unchecked. You lose track of who has access, inactive accounts linger, and you cannot control costs associated with your team size.
How It Works
Open the Team Page
Navigate to the Team section from your sidebar. See all current team members listed with their role, email, status, and the date they joined your organization.
Invite a New Team Member
Click 'Invite Member' and enter the person's name, email, and role (manager or technician). The system checks your plan's seat limit before proceeding and creates the account instantly.
New Member Receives Credentials
The invited team member receives login credentials immediately. They can sign in and see only the pages and data their role permits. No additional configuration is needed on your part.
Manage Roles and Remove Members
Update a team member's role or remove them from your organization at any time. Role changes take effect immediately, adjusting their sidebar navigation and data access in real time.
Key Capabilities
Role-Based Permissions
Three distinct roles define what each team member can access. Owners manage everything. Managers handle clients, work orders, and team invites. Technicians see only their assigned jobs and read-only client info.
One-Click Team Invites
Invite new members by entering their name, email, and role. The system auto-creates their account with a temporary password and displays the credentials for you to share. No email server setup required.
Plan-Based Seat Limits
Each plan includes a specific number of seats: Starter allows 3 users, Professional allows 10, and Business allows 30. The system enforces these limits at invite time, prompting an upgrade when you reach capacity.
Activity Tracking Per Member
See what each team member has been doing through the activity log. Track work order updates, status changes, notes added, and client interactions tied to individual accounts.
Manager-Level Invite Permissions
Managers can invite technicians to the team without owner involvement. The role selector is locked to technician-only for manager invites, maintaining proper access hierarchy.
Instant Role Updates
Change a team member's role and their permissions update immediately. A technician promoted to manager gains access to client management and reporting without needing to log out or refresh.
See It in Action
See how team management works in Smarfle with role assignments, seat tracking, and instant invites.
Total Members
Seat Limit
Active This Week
Sarah Mitchell (Owner)
sarah@greenleafservices.com, joined Jan 15
James Rodriguez (Manager)
james@greenleafservices.com, joined Feb 3
Marcus Johnson (Technician)
marcus@greenleafservices.com, 34 jobs this month
David Park (Technician)
david@greenleafservices.com, 22 jobs this month
Frequently Asked Questions
Starter plan includes 3 seats (1 owner + 2 others). Professional plan includes 10 seats. Business plan includes 30 seats. All seats are shared across managers and technicians. If you reach your limit, upgrading your plan immediately increases your capacity.
Managers can create and edit clients, services, and work orders. They can also view reports and invite technicians to the team. Technicians see only their assigned work orders, have read-only access to client details, and cannot view invoices, billing, or subscription pages.
Yes. Removing a team member from your organization immediately frees up that seat for a new invite. The removed member loses access to your CRM instantly. Their historical activity (notes, status changes) remains in the audit log for your records.
No. When you invite a member, the system creates their account with a temporary password that is displayed on screen for you to share. The team member can change their password in Settings after their first login.
Pricing
Seat Limits Vary by Plan
Team management is available on all plans. Starter includes 3 seats, Professional includes 10 seats, and Business includes 30 seats. Upgrade anytime to add more capacity.
View all plansRelated Features
Role-Based Access Control
Deep dive into how owner, manager, and technician permissions work across every CRM feature.
Learn moreMulti-Location Branches
Assign team members to specific branches and filter data by location for multi-site operations.
Learn moreJob Management
Assign work orders to technicians, track completion, and measure productivity per team member.
Learn more