Team and access
Organization staff and client teammates are different memberships. Staff work in the admin workspace; client teammates share a customer's portal. An invitation to one does not grant the other.
Organization staff
Open Settings → Team. The page shows active/pending members, roles, and available controls. Account owners invite, remove, and change staff roles.
| Role | General access |
|---|---|
| Viewer | Read permitted dashboard, client, project, billing, and activity information |
| Admin | Day-to-day client/project/billing work, supported integrations, and AI features subject to write and subscription gates |
| Owner | Admin access plus team, keys, subscription, and account-owner controls |
The capability table is a useful overview, not a promise that Admin can save every settings form. Some routes retain owner-only checks, including Branding/quote defaults, provider model settings, MCP enablement, API keys, and Email Domain.
Invite or change a member
Use Invite a team member, enter the email and optional name, and select the role. The current staff form offers Owner, Admin, and Viewer; review an Owner invitation carefully.
Invite links are valid for 14 days. For a pending invite, Resend invite replaces the previous link; use the latest email.
Use the member's role menu to change access. Changing your own role asks for confirmation because stepping down removes owner controls. The last owner cannot be removed or demoted; arrange another owner first.
The invite flow rejects self invitations and incompatible client/admin email use. Inviting someone who already has active access reports already has access; it does not send another email or change their role. Use their role menu instead. A linked but inactive membership needs an access review; this is not reported as an emailed invitation and is not automatically reactivated.
One login cannot newly join a second organization as staff in this version: there is no admin workspace selector. Both invitation sending and acceptance check this restriction. An older pending invite can therefore be rejected if the person has since joined another staff workspace. Rejection leaves existing access unchanged. Ask support to review the intended account arrangement rather than assuming the invitation switched organizations.
If the invitation result cannot be confirmed, the app shows This invitation needs review instead of silently opening an older workspace. Open existing access if it is available and ask the business owner to check the invitation before retrying; an uncertain result is not a successful new membership.
Remove access
Use Remove for another member or Leave org for yourself where available. This removes organization access; it is not deletion of all historical work records or the underlying login account.
Review integrations when an owner leaves. Portal keys depend on their creator's continuing owner authority and may stop working after removal or demotion.
Client teammates
Clients manage their team at Profile → Team. A client owner can invite, resend, and remove teammates; a normal member cannot manage the team.
New teammates join as members. They can access the shared customer's permitted portal records, not the admin workspace. Client owner promotion is not offered as a self-service role picker in this version; ask the service provider when a new owner is needed.
Client invitation links also last 14 days. An existing login may be directed to sign in before joining. Use the newest link after a resend. The last client owner cannot leave or be removed without another owner.
Service-provider workflows can also assist with client-team invitations; the client page is not the only possible administrative route.
Preview, personal settings, and multiple portals
Admin Preview is not a real client login and should not be used to prove client write permissions or acceptance flows.
A client's personal profile and shared customer billing/consent fields have different permissions. In particular, SMS consent is tied to the saved client number and primary-contact flow, not granted by adding a teammate.
If a teammate is the first person to open an unfinished client portal, profile setup saves their own name and phone only. It does not replace the primary contact, company, shared text consent, or primary contact's password/setup state. The primary contact still completes the shared account profile. Existing access to already-completed client accounts is retained.
Clients who belong to multiple accounts can use Switch client workspace or Choose your workspace. Each choice shows the client account and its service business, including two different client accounts hosted by the same business. This switches the portal's records; it does not combine projects, invoices, or permissions. The admin workspace does not have the same selector. Always check the selected client before making changes.