Team and roles: invite members, grant permissions, remove a member

Invite a teammate

1. 1

   Open the team page

   In the Settings menu, open “Team” under “Company”. You need the permission to manage members and invitations, and your own email must be verified before you can invite anyone.

2. 2

   Enter the email and roles

   Under “Invite a teammate”, type the person's email address and choose one or more roles. Roles can be changed later.

3. 3

   Press “Send invitation”

   An invitation link goes out by email, and the invitation appears under “Pending invitations” with its expiry date. Use “Resend” if it did not arrive, or “Revoke” if you changed your mind.

4. 4

   The invitee joins

   The person opens the link. Without a SignFlow account they enter their name and a password and press “Create account and join”; with an account on that email they sign in first and accept. An invitation can only be accepted with the email it was sent to.

User seats

“User seats” at the top of the team page shows your active members and pending invitations. Pending invitations count as seats too. When every seat is taken no invitation can be sent: revoke a pending invitation, deactivate someone who no longer works with you, or upgrade your plan. The pricing page lists the users each plan includes.

Roles and permissions

Settings › Roles (“Roles and permissions”) lists your company's roles and what each one may do. A new company starts with roles attached to the stages of the ready-made workflow, such as Designer, Production chief, Packing and Installation team. The person who opened the company is the “Owner” and holds every permission.

1. 1

   Create a role

   If your role allows it, press “New role”, type a name and an optional description, then tick entries in “Permissions”. They are grouped by area: orders, workflow, stock and depots, purchasing, installation planning, pricing and more.

2. 2

   Know the view-only grants

   Some order permissions are view-only: they show orders but allow no stage moves, edits, files or copies. They suit accounting or management.

3. 3

   Permissions outside your plan

   A permission for a feature your plan does not include is marked “Not in your plan”. A role can hold it, but it only takes effect once the plan includes the feature.

4. 4

   Attach the role to a stage

   Which stage's orders a member sees is decided by the roles attached to that stage under Settings › Workflow, not by the role's permissions.

Change a member's roles

In the members list, use “Edit roles” on the person's row. The change applies as soon as it is saved. Nobody can change their own roles or grant a permission they do not hold themselves; such a change is refused. System roles are read-only. Archiving a role takes its permissions away from everyone who had it, and cannot be undone.

Remove a member

1. 1

   Press “Deactivate”

   Choose “Deactivate” on the person's row and confirm. They can no longer reach your company and their open sessions are closed.

2. 2

   Their records stay

   Orders they opened, files they uploaded and their history are not deleted; who did what stays visible.

3. 3

   Undo it if needed

   If they come back, use “Reactivate” on the same row. A reactivated member takes a user seat again.