Inviting Your Team & Understanding Roles

BuilderMate works best when your whole team is on board. This guide walks you through adding employees, sending invitations, and choosing the right role for each person.

Who Can Access This

Only Admin users can add employees and manage team access. All roles can view and edit their own profile.

Getting to the Team Page

Click Team in the sidebar. You'll see a list of all employees in your organization, along with their status and role.

Two Ways to Add Team Members

Option 1: Create an Employee Record Only (No CRM Access)

Use this when you need someone in the system for assignment purposes — like assigning leads or tracking commissions — but they don't need to log in.

1. Click "Add Employee".
2. Fill in the details: Name, Email, Phone, Position, Department, and Commission Rate.
3. Save the form.

The employee record is created, but they won't receive a login or invitation email.

Option 2: Create an Employee and Invite to CRM

Use this when you want someone to actively use BuilderMate.

1. Click "Add Employee".
2. Fill in the same details as above.
3. Check the "Invite to CRM" checkbox.
4. Select a Role (Admin, Team Member, or Field User).
5. Save — an invitation email is sent automatically.

Understanding the Four Roles

| Role | What They Can Do | |------|-----------------| | Admin | Full access to everything — settings, team management, all features. | | Team Member | Standard CRM access — leads, projects, quotes, contracts, invoices, expenses, commissions, schedule, tasks, subcontractors, vendors, reports. Cannot manage users or most settings. | | Field User | Limited, mobile-friendly access for salespeople and field staff. Can see leads (summary tab only), projects, quotes, contracts, schedule, tasks, and their own commissions. Cannot see the dashboard, invoices, expenses, purchase orders, subcontractors, vendors, reports, or team page. | | Commission User | External commission-only access. Sees only a standalone commissions calculator page. |

Pro Tip: Start field salespeople with the Field User role. It gives them exactly what they need on the go without overwhelming them with back-office features.

Managing Access for Existing Employees

Granting CRM Access

If you created an employee record without CRM access and now want to invite them:

1. Go to the Team page.
2. Click the three-dot menu next to their name.
3. Select "Grant CRM Access".
4. Choose a role and confirm — an invitation email is sent.

Revoking CRM Access

1. Click the three-dot menu next to the employee.
2. Select "Revoke CRM Access".

Their employee record stays in the system, but they can no longer log in.

Re-Inviting a Team Member

If an invitation expired before someone accepted it:

1. Click the three-dot menu.
2. Select "Re-invite" to send a fresh invitation email.

The Invitations Tab

Switch to the Invitations tab on the Team page to see all pending and accepted invitations. Each entry shows:

• Status (Pending or Accepted)
• Role assigned
• Who sent the invitation
• Expiration date

From here you can resend or delete invitations as needed.

User Limits

Your subscription plan determines how many CRM users and Field Users you can have. To check your current limits, go to Settings > Subscription.

Activity Tracking

The Team page shows when each member was last active with a status indicator:

• Online — Currently active
• Recent — Active very recently
• Today — Was active today
• Offline — Not active recently

Related Articles

• Setting Up Your Company Profile
• Managing Your Team