Inviting team members and managing permissions

Overview

Bring your team on board: under "Settings" → the "Team" group → "Employees" you invite colleagues and use roles to control what each person can access.

Invite an employee

1. Click "Invite".
2. In the dialog, fill in first name, last name and email address, and choose a role.
3. Click "Send invitation".

The person receives an activation email with a link (valid for 7 days) and sets their own password. Until then the employee shows as "Pending" — you can resend the activation email if needed.

The system roles

• Administrator — full access to almost all areas; employee management remains reserved for the account owner (see below).
• Full access — operationally like an administrator, but without the support tool and employee management.
• Employee — the day-to-day business: customers, invoices, products and subscriptions in full; payments, dunning and settings read-only.
• Accountant — a finance focus: billing, dunning, invoices and payments in full, other areas restricted.
• Support — customer contact: customer management in full, invoices, payments and subscriptions read-only.
• Read-only — view everywhere, no changes.

Create custom roles

As the account owner you can define your own roles via "Create new role": for each area you choose between "No access", "Read" and "Full access". For security reasons, employee management itself can never be delegated to a role with full access.

Management by administrators

With the "Administrators may manage employees" option (changeable only by the account owner) you allow holders of the "Administrator" system role to create, edit, deactivate and delete employees. The account owner themselves cannot be changed by anyone.

How many seats your plan includes

Every plan comes with a fixed number of user seats. Each active account counts towards it, including your own as the account owner, as does every invitation still outstanding — deactivated employees do not occupy a seat. The employees page shows the current state as "x of y seats taken".

• Starter — up to 3 users
• Growth — up to 5 users
• Pro — up to 10 users
• Scale — up to 10 users

Once every seat is taken, no further invitations can be sent. You then have two options: deactivate an account you no longer need, or move up to the next plan.

When downgrading your plan

A downgrade is rejected while more users are active than the target plan allows. The message states how many seats the target plan has and how many are currently in use. Deactivate the surplus accounts first, and the change goes through. This is deliberate: otherwise employees would be locked out without warning during the switch.

Once the change goes through, the lower limit applies immediately — not only at the end of the period when the downgrade takes effect on price. Accounts that already exist stay; new invitations and the reactivation of deactivated employees, however, follow the target plan from the moment the change is scheduled. That is why the downgrade confirmation names the future seat count and requires explicit consent via a checkbox before the change can be submitted. Where the limit does not drop — because the target plan carries the same number of seats or an unlimited number — the notice does not appear.

Deactivate or delete an employee

Via the menu next to each employee, accounts can be deactivated (login blocked, data retained) or deleted at any time.

Next steps

• Secure your team's accounts — see Enabling two-factor authentication