How to Manage Team Members

View your team, invite members, assign locations, and manage role presets.

Written By Dennis Rodin

Last updated 5 days ago

Go to Settings → Team Members to manage everyone on your account. Here you can view your team, invite new people, assign members to your locations, and edit role presets.

Viewing your team

The Team Members tab lists everyone on your account along with their role, assigned locations, and status. Click any team member to open their profile, where you can edit their name and email. Editing a teammate's email address from here is fully supported. If you're the company owner, you can edit any teammate's profile details, including those of other owners.

You'll also see tabs for Notifications, Security, and Activity, which are currently in development and coming soon.

Inviting a team member

Click the Invite User button to add someone to your account. Enter their First Name and Email, then select a role.

Need to bring on several people at once? You can send multiple invites in a row; adding multiple team members in one sitting now works reliably, with each invite confirmed on its own.

There are five role presets, listed here from the most access to the least:

  • Owner: full access to every feature, setting, and financial record, plus billing and all locations.

  • Office: manage orders, financial documents, and most settings; can view and invite team members.

  • Sales: create and edit quotes and orders, manage contacts, and move orders through stages.

  • Field: view order details and installation schedules, update to-dos, and move orders through stages.

  • Shop: manage production workflows: view order details, update to-dos, and move orders through stages.

The role dropdown only shows roles at your level or below. For example, if you have the Sales role you can invite Sales, Field, and Shop, but not Office or Owner.

Learn more: How Roles and Permissions Work

Billing note: Adding a team member adds a seat to your subscription at +$10 per month. You'll be asked to confirm before the invite is sent, and the new seat is billed prorated for the current billing cycle.

Learn more: How Billing and Subscriptions Work

Assigning members to locations

If your company has more than one office or location, each team member can be assigned to one or more of them. A member only sees and works with orders, quotes, contacts, and inventory in the locations they're assigned to.

In the Team Members list, each member shows a locations control. Its summary reads "Assign locations" (or "All locations" when every office is selected). Open it to see a checklist of your offices with a Select All button. Make your changes and they save automatically, with a "Locations updated" confirmation.

A few rules apply:

  • Only the company owner can change a member's locations. For everyone else the control is read-only.

  • Every member must keep at least one location.

  • The owner always sees and works across all active locations.

Role presets and permissions

MonuDesk uses role-based permissions: every person holds one or more roles, and each role grants a set of permissions. You don't set permissions for one person at a time. Instead you edit the role preset, and the change applies to everyone who holds that role.

The Permissions tab is visible to the company owner only. There you'll find Role Presets ("Predefined roles with common permission sets."). Each preset (every role except Owner) shows:

  • A colored role badge and a short description of what the role can do.

  • A "Used by X user(s)" count so you can see how many people hold the role.

  • A Preview button (eye icon) that lets you view the app exactly as that role would see it.

  • An Edit button (pencil icon) that opens the permission editor for the preset.

Warning: Changes to a role preset update the permissions for every user assigned to that role.

When a role lacks a permission, the related controls don't disappear; they're shown greyed out, and hovering reveals the message "You don't have permission to do this. Please contact your company owner." If a button looks dimmed and won't respond, your role doesn't include that permission.

Learn more: How Roles and Permissions Work

Custom roles are coming soon.

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