How to Invite Your Team
Invite team members, assign their locations and roles, and learn the seat rule that catches people out — removing someone does not lower your bill on its own.
Written By Dennis Rodin
Last updated About 3 hours ago
To invite a team member, go to Settings → Team. (The section is called Team in the settings list; the page itself is headed Team Members.) You'll see the Invite Users button at the top right.
Sending the invite
Click Invite User, enter their first name, email, and select a role, then send the invite.
Your team member will receive an email with an invitation link. They click the button in the email, create a password, and they're in.
Invite didn't arrive? Open the three-dot menu on their row and click Resend Invite. The menu stays open, and the button counts down until you can send it again.
When you sign up, the welcome window offers the same thing on its first step: pick Add my team, enter each person's email and role, and each one gets an invite by email.
Assigning locations
If your company has more than one office or location, you can choose which ones each team member works in. Open the member in Settings → Team and use Assign locations to pick individual locations or use Select All.
A team member only sees orders, quotes, contacts, and inventory in the locations they're assigned to, and they use the office switcher in the top bar to move between them. Every member needs at least one location.
Orders are the exception. In Settings → Office Locations, the switch Staff can open orders from other locations is on by default: staff find orders from every location in search and can open and work on them, and anyone with a task on an order from another location sees it on their board. The owner can turn it off. Everything else stays per location.
Note: Only the company owner can change a member's location assignments. Owners always see every location.
Controlling what your team sees
You have full control over what each team member can access. MonuDesk comes with five ready-made role presets you can assign and fine-tune:
Owner: full access to everything, including team, locations, and billing.
Office: manage orders, financial documents, and most settings; can view and invite team members.
Sales: create and edit quotes and orders, manage contacts, record and delete payments, see prices, and move orders through stages. Sales also reaches the day-to-day settings the job needs: Order Management (which also covers Stages, Card Display, Order Alerts, To-Dos, Taxes, Stone Itemisation and Accessories), Custom Line Items, Service Types, Vendors, Office Locations, Cemeteries and Counties or Zones. It also opens the Order Summary, Open Balances, Installations and Inventory pages, and can view the team list. Sales cannot open Billing and cannot delete an order.
Field: view order details and installation schedules and update to-dos; no financial access, and in Settings only their own Profile.
Shop: manage production work; view orders, update to-dos, and move orders through stages.
If your Sales role looks narrower than that, you can grant the extra items yourself from the roles section under Settings → Team.
You can also adjust any role. For example:
Turn off cost visibility so a team member only sees orders without any pricing, invoices, or financial details. They focus on production, not numbers.
Lock stage changes so certain team members cannot move orders between stages on the board.
Show only some stages. Edit a preset under Role Presets, and under Visible stages pick Only some stages. People with that role then see only orders in those stages, on the board and everywhere else. An order with one of their open to-dos still shows in their to-do list and search.
Hold back payment edits. The Edit and Delete buttons on a recorded payment only appear for people whose role carries the matching financial permission — everyone else sees the payment on the timeline with no way to change it. When someone with the permission does delete one, the Activity Timeline records it with the amount, so money never disappears without a trace.
These are all managed through Roles and Permissions in Settings.
Note: You can change a team member's role at any time in Settings → Team.
Learn more: How Roles and Permissions Work
Removing a team member
Go to Settings → Team. Find the person you want to remove and click the three-dot menu on their row, then click Remove. Confirm the removal.
Once removed, the team member loses access immediately. Any orders, notes, or comments they created stay on your account intact. The history of who did what is preserved.
Removing someone also retires their sign-in, so their old password stops working. If they come back to your shop later, invite the same email address again with Invite User. They receive a fresh invitation email to set a new password, and they show as Pending with the role you picked until they accept.
How seats and billing work together
Your MonuDesk subscription is billed through Creem and covers your base plan, your team seats, and your location (office) slots. Adding a team member takes a seat; adding a second or later location takes a location slot. The first location is included.
Removing a team member does not reduce your bill. The seat they were using stays on your subscription as an Empty seat — paid capacity waiting for your next hire. Nothing is refunded and nothing is cancelled automatically. This is deliberate, so re-hiring next week doesn't mean paying a proration again.
To actually stop paying for a seat, remove the person first, then cancel the seat:
Go to Settings → Team and remove the people you no longer need. Cancel any unaccepted invites too — a pending invite still holds a seat.
Go to Settings → Billing. Every freed seat now shows in the seat list as Empty seat with a Cancel seat button next to it. Click it once per seat and confirm.
Cancelling takes effect at your next renewal, not immediately: it is applied shortly before the renewal is charged, so the renewal is billed for fewer seats. The dialog tells you exactly how much your next invoice drops by. Until then the empty seat stays available, so you can fill it again at no extra cost.
Locations work the same way, on the Locations card of the same Billing screen: unused paid slots are listed, and Remove a slot schedules the reduction for your next renewal, which is billed for fewer locations.
Deactivating a location does not free its slot — deleting it does. In Settings → Office Locations, Deactivate only takes an office out of use and keeps it billable, because you can switch it back on any time. Only Delete location releases the paid slot, and even then you still have to click Remove a slot on the Billing screen to stop paying for it.
If you're stuck on the payment screen with too many seats: the seat count on the payment screen is locked to the current team count, including any pending invites. Cancel any unaccepted invites and remove inactive members from Settings → Team first, then return to billing. If you can't navigate away from the billing screen, contact support and we can manually adjust your seat count and refund any extra charge.
Learn more: How Billing and Subscriptions Work
Why Dennis (MonuDesk founder) appears in your team list
By default, the MonuDesk founder is added as a team member on every account. This lets us log in and help you directly when you reach out for 1-on-1 support. We never bill you for this seat.
If you'd prefer we not have access, you can remove this team member at any time from Settings → Team. We'll lose login access immediately. You can re-invite us anytime if you want help on something specific.
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