Team & permissions

You pick a role when you invite someone, and you can change it later. Navigation is filtered to match, so people never see doors they cannot open. Owner, Operations and Estimator are on every plan; Crew is on Basic and Pro. Owner, Operations and Estimator can use the AI assistant; Crew can’t.

1. 1Owner: everything, plus the two things nobody else gets. Billing, and closing the account.
2. 2Operations: runs the business day to day with the same reach as the Owner across sales, money, projects, permits, and company settings.
3. 3Estimator: sales and estimating. Dashboard, Contacts, Leads, Estimates, Proposals, plus Projects, Permits, and Schedule. No Analytics, Invoices, Claims, Documents, Archives, Subcontractors, or Field Ops, and no organization settings.
4. 4Crew (Basic and Pro): jobsite only. Every project’s job details, permits, their own schedule, and Field Ops, with no money anywhere. They land on a Dashboard of their own day when they sign in: their stops today and tomorrow, their punch list, their jobs and what changed.

1. 1Open Settings from your avatar menu in the top right, then Team & roles.
2. 2Select Invite member.
3. 3Enter their first name, last name, and email, pick a role, then select Send invite.
4. 4They get an email with a "Set your password" link that works for 7 days. You never set or see their password.
5. 5They show as Invited on the team list until they set it, then the badge clears.
6. 6You can send up to 20 invites an hour. Past that, wait a while before inviting anyone else.

Settings → Team & roles is visible to Owners and Operations Managers, but the controls inside it are split. Only the account owner (the first Owner on the account) can invite, change a role, resend an invite, or restore someone. An Operations Manager can remove a member, but never another Owner and never the account owner. The account owner cannot be removed at all, and their own role is fixed.

Invite links expire after 7 days, so a teammate who sat on it needs a fresh one.

1. 1Go to Settings → Team & roles.
2. 2Find the row with the Invited badge and select the Resend invite button beside their role.
3. 3A new link goes out to the same address. Once someone has set their password the button disappears, because there is nothing left to activate.

1. 1Go to Settings → Team & roles.
2. 2Open the role dropdown on their row and pick the new role.
3. 3It saves on the spot. They are signed out of any session they had open, so the new access takes effect immediately rather than at their next sign-in.

Removing ends their access immediately, on every device they are signed in on. Before it goes through, Managolio shows you what they are still holding so the work does not just go quiet.

1. 1Go to Settings → Team & roles and select the remove button on their row.
2. 2Read the summary: open leads, projects they manage, scheduled events, open tasks, and open punch list items. Events where they are the only person assigned are called out separately, because nobody else is covering those.
3. 3Under "Hand this work to", pick the teammate who takes it over, or leave it on "Nobody" to leave everything where it is.
4. 4Select Remove member. The handover and the removal happen together, so you never end up with one without the other.

They are deactivated, not deleted. Anything already finished stays credited to them: past events, completed jobs, daily logs, notes, photos they uploaded, and won or lost deals. Their name still shows on that history, marked as no longer on the team. They drop out of every assignee picker straight away, and any open work you did not hand over stays assigned to them with nobody being notified about it.

Removed people sit in a Removed members list below the team. Only the account owner sees the Restore button.

1. 1Go to Settings → Team & roles and scroll to Removed members.
2. 2Select Restore on their row.
3. 3The same account comes back, with their history and everything still assigned to them. It takes a seat again, so your plan limit applies.

Starter includes 2 team members, Basic 5, and Pro 15. A free trial counts as Basic. Only staff take a seat, so customers using the portal and subcontractors do not count against it.

1. 1At the cap, the invite is refused and the message tells you where to go next: Starter points you at Basic, Basic at Pro, and Pro at us.
2. 2Removing someone frees their seat right away. Restoring them takes one back, so a restore can be refused when you are full.
3. 3Switching down to a plan with fewer seats than you have people is blocked until you remove members. Moving to Starter also needs nobody on the Crew role.
4. 4Need more than 15 people? Contact us and we can set Pro up with a team size that fits.

The Crew role is part of Basic and Pro, and Crew live in the Field workspace, so the role is only offered on those plans while Field operations is on in Settings → Modules. On Starter, or with Field operations off, Crew disappears from the role picker, you cannot invite or promote anyone to Crew, and you cannot restore a removed crew member. People who are already Crew keep their role and stay in the list, but while the plan leaves Crew out they can’t use Managolio. When they sign in they’re told to ask the account owner to upgrade, and their access comes back the moment the plan includes Crew again.

Crew, a Basic and Pro role, are money-blind by design, and it is enforced on the server rather than hidden on screen. Contract values, budgets, margins, job costs, milestones, invoices, and change orders are never sent to their browser at all.

1. 1Their Schedule shows only the events they are personally assigned to, not the whole company calendar.
2. 2Their Dashboard is their own day: their stops today and tomorrow with directions, their punch list, their jobs, and what changed this week. Their alerts bell holds only their own work.
3. 3They can open Projects and Permits for job details, with every money figure stripped out.
4. 4They can log work in Field Ops: daily logs, photos, time, materials, punch list, and safety incidents.
5. 5They cannot verify a punch list item, or reopen one somebody else verified. That sign-off belongs to a supervisor.
6. 6They can delete a daily log they wrote themselves, but not one written by someone else.
7. 7Outside Field Ops they are read-only. Leads, projects, permits, and the schedule are theirs to look at, not to edit.

Field Ops is the jobsite view and it is built for a phone, on every plan. Pick a job from the list of active jobs and you get six tabs on Basic and Pro: Log, Photos, Time, Materials, Punch, and Safety, with the open punch count at the top. Starter has the same tabs without Time. It is not crew-only. An Owner or Operations Manager sees the same tabs plus cost to date. It needs Field operations switched on in Settings → Modules.

Invited members get a short welcome flow written for their role: what the role covers, then their name and phone, and their address, an emergency contact, and when they usually work. It is resumable, and it finishes on their home screen, the Dashboard. For Crew that is their own day, with no money.

A job below your margin floor can be blocked from going out until someone else signs off. It takes two people who can approve, an Owner or an Operations Manager, because nobody can clear their own estimate. With only one approver on the account the rule cannot be switched on. Only the Owner can turn it on, in Settings → Estimating, since Operations Managers are the ones approving under it.