There are two kinds of people in a business.
- Agency people (you and your team) reach every business through your agency role. You're never added as members of a client's business, so removing someone from your team removes them everywhere at once.
- Business members are the business's own people: the owner, managers and staff.
One people list per client
The client's people list (Client → Settings) is one list for both the portal and the business app. Each person can have portal permissions, a business role, or both:
- someone who should never see reports gets a business role only;
- someone with both sees a Reports | Business app switch at the top of the portal (the second button uses your name for the app);
- someone with only the business app lands straight in it when they sign in on the portal sign-in page.
It's one account per email, so a portal person given a business role signs in with the same password.
Roles
- Owner: everything, including other owners, the team and the settings. A business always keeps at least one owner (only the agency can remove the last one).
- Manager: everything except adding or changing owners. Managers manage pipelines, custom fields, tags, shared views, imports, webhooks, email settings and email templates, and build automations.
- Staff: day-to-day work on contacts, companies, opportunities and tasks: add, edit, tag, note, move deals, merge duplicates, export, delete, and email contacts. They can see automations and add people to them, but not build them. They see all contacts unless you switch that off, and each pipeline as its access says (see Who can see each pipeline).
Switches that take access away
On top of the role, an owner or manager can take things away from one person (they can never add more than the role has):
- Only contacts assigned to them;
- Can't export contacts;
- Can't delete contacts;
- Can't merge duplicates;
- Can't delete opportunities;
- Can't export opportunities;
- Can't send emails (no one-to-one emails from the app);
- Can't add people to automations (automations still run on their own);
- Only their own bookings (on by default for drivers: they see just the bookings they're on);
- Can't refund bookings (in a client's business, owners and managers can only refund while your agency has Refunds switched on for that client in Client → Settings → Bookings & refunds; it's off by default);
- Can't connect the payment account (connecting or disconnecting the business's payment account for bookings);
- Only their own conversations: in Conversations they see the ones assigned to them, the ones they follow and unassigned ones, not the whole team inbox. Without it, Staff see every conversation.
Members without a login
Add someone with just a name, email or phone, and leave Can sign in off. They can own contacts and, later, get emails, without an account. You can invite them to sign in at any time.
Invites and passwords
An invite email (in your business app branding, on your client domain) asks the person to create a password. The link works for 7 days; Resend invite sends a new one. Send password reset sends a link that works for 1 hour, and Forgot password on the sign-in page works for business members too.
View as a member
From the business's team list, View as opens the business exactly as that person sees it. Nothing can be changed while viewing as someone.
What the agency allows each business
For each client's business, agency owners and admins choose:
- Clients can manage custom fields and tags (on by default; it also covers pipelines);
- Clients can invite their own team (on by default; off means only the agency adds people);
- Booking prices & rules (off by default): their owners and managers can change booking hours, daily limits, tips and price lists; without it only your agency does, and they still see and run their bookings;
- Clients can build automations (off by default): without it the client's people can see their automations and add people to them, but only the agency builds and switches them on.
Your team
Your team members reach The Pantheon with their agency role. In Team Members you can switch off The Pantheon in the tools list for a team member, and client limits apply: a team member limited to some clients only reaches those clients' businesses.