Invite your team and give each person the right role

What this controls

An invitation creates a named SignBas3 login for one person. The role sets the login's default permissions, and the user type sets whether the person is an Office user with the full workspace or a Field / factory user with focused job, timesheet and file permissions. Both can be changed later, even while the invitation is pending.

Each login is matched to a staff profile by staff ID or email, and the scheduler, timesheets and labour costing read from that record, so inviting from the staff row keeps the match intact.

Before you start

Only Owners and Admins can manage users. Decide each person's role before you open the dialog. The roles offered are Staff, Admin, Manager, Installer, ReadOnly, Accountant, Sales, Estimator, Viewer and Owner:

• Staff reads customers, quotes, jobs, purchase orders and invoices, records timesheets, adds job photos and completes job tasks.
• Installer reads jobs and documents, records timesheets, adds photos and files, and completes job tasks.
• Manager creates and edits customers, quotes, jobs and documents, reads purchase orders and invoices, and works with email.
• Accountant creates and edits purchase orders and invoices, reads customers, quotes, jobs and timesheets, and works with email.
• Sales and Estimator create and edit quotes and documents, read jobs and timesheets, and work with email; Sales also creates and edits customers, while Estimator reads them.
• ReadOnly and Viewer read customers, quotes, jobs, timesheets, purchase orders, invoices and documents without editing; ReadOnly can also read email.
• Admin holds every permission plus organisation administration, including this page.
• Owner holds every permission, including Subscription & Billing and the ability to set passwords directly.

Office user is the default and suits anyone who quotes, plans, purchases or invoices. Field / factory user suits installers and production staff: it is capped to job viewing, job photos, task completion, timesheets, file viewing, notifications and support whatever the role, so pair it with Staff or Installer.

Walkthrough

Step 1: Open Staff and access

Open Settings, then Users. The heading reads Staff and access, followed by the app login count and any invitations waiting.

Step 2: Make sure the person has a staff profile

Use Search staff to find the person by name or email. If they are missing, select Add staff, complete First name, Last name, Display name and Email, and select Add staff to save. The Email links the new login to the staff record.

Step 3: Choose Invite app user from the row

When a row has an email address and no linked login, the App access column reads No app login and Staff actions offers Invite app user, with the Email address filled in.

Step 4: Set the role and user type, then send

Role defaults to Staff and User type to Office user. Select Send Invitation; the button reads Sending... until the page confirms with Invitation email sent.

Step 5: Check Pending invitations

A Pending invitations card appears whenever an invitation is waiting, showing each email with its Role and Expires date; the link lasts seven days. Edit access opens Edit invitation access to set the Primary role, Status after acceptance, App access level and Privileges before the person joins, confirmed by Invitation access updated. Copy link copies the secure link, Resend email issues a fresh seven-day link, and Delete asks you to confirm with Delete invitation. The person's row reads Invitation pending until they accept.

Step 6: The person creates their account

The link opens a public page headed Join, followed by your organisation name, showing the email address, the role and the date the invitation is available until. The person enters Your name, a 12-character-or-longer password under Create password and Confirm password, and selects Create account. The confirmation reads Your account is ready with a Continue to sign in button; if Status after acceptance was not Active, it reads Invitation accepted and asks them to wait for app access.

Step 7: Confirm the login on Staff and access

The invitation leaves Pending invitations, the row shows a user type badge with the role and Active, and the app login count rises by one.

Step 8: Test and refine

Ask the person to sign in and open a page their role allows. To adjust, open Staff actions > Edit app access, change Primary role, App access level or Privileges, and Save Access.

What changes elsewhere

• The login appears in the App access column at /settings/users, matched to the staff profile.
• Admin and Owner logins can open Settings at /settings; other roles work from the operational pages.
• A linked login is ready for the staff scheduler at /staff-scheduler and timesheets at /timesheets.

Common problems

Check your work

1. Their row shows the user type badge, role and Active under App access.
2. Pending invitations no longer lists their email address.
3. The person has signed in and opened a page their role allows.
4. The app login count beside Staff and access matches the people who should have access.

Next: manage users and permissions →

See how staff profiles drive time and labour tracking →