Invite teammates and set roles
Invite staff by email, set roles, add salesperson license numbers, deactivate or reactivate people, and see what each role can do.
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Add the people who work your dealership and control what each one can do. You invite by email, the teammate sets their own password, and their role decides which parts of the app (and which AI actions) are available to them.
Who can do what here
- Owner: can invite anyone (except another owner), change any role, promote someone to Owner, and deactivate anyone.
- Admin / Manager: can invite Sales and Accounting, assign locations, add salesperson license numbers, and deactivate or reactivate non-owners. Cannot change roles.
- Sales and Accounting: can view the page but cannot invite or manage teammates.
Only an Owner can change roles or promote someone to Owner. Admin / Managers can invite Sales and Accounting, but not another Admin / Manager.
Invite a teammate
- Click your name in the top-right, choose Settings, then choose Team (
/settings/team). - Click Invite teammate (top right).
- Enter their Email (required).
- Pick a Role: Sales, Accounting, or (owners only) Admin / Manager.
- Optionally pick a Location and type a Title (optional) (e.g. "Sales Manager").
- Click Send invitation.
The teammate gets an email with an invite link. They open it to a "Join [your dealership]" page that shows their email and role, then enter their name, optionally edit the title, set a password (at least 8 characters), confirm it, and click Accept and create account. They're then sent to the sign-in page to log in.
The invite link expires in 7 days. If it lapses before they accept, use Resend (below) to send a fresh link.
You can't invite an email that's already on your team. If someone left, reactivate their existing account instead of re-inviting. An email that already has an account at another dealership can't be invited either; use a different address.
Manage pending invitations
Invites that haven't been accepted appear in the Pending invitations table with the email, role, and an Expires date. For each one you can:
- Resend sends a new email and resets the 7-day clock with a fresh link. (You can't resend an invite that was already accepted or revoked; send a new invitation instead.)
- Revoke cancels the invite so the link stops working.
The Pending invitations table only appears when there's at least one invite still waiting to be accepted.
Change someone's role
- On the Active members table, find the person.
- In the Role column, open the dropdown and pick the new role.
The change saves immediately.
Role changes are Owner-only; the Role column is a plain label for everyone else. A few guardrails apply:
- You can't change your own role. Have another owner do it.
- You can't demote the last owner; promote someone else to owner first.
- A demoted teammate is signed out and must log back in so their new permissions take effect.
Assign a location
In the Location column, pick a location (or - No location -) from the dropdown. Owners and Admin / Managers can do this. Locations come from your Settings → Locations list.
Add a salesperson's license number
Some state forms ask who sold the car and for that person's salesperson license number. In the Salesperson license column, type the number in the teammate's row and click Save, which appears once the box changes. To remove a number, clear the box and save. Owners and Admin / Managers can do this for anyone, themselves included; everyone else sees the numbers but cannot change them.
Each person can also enter their own number under Settings → Profile. Both places edit the same number. Leave it blank if your state does not license salespeople. Few official forms ask for it: California's REG 227 prints the number and Michigan's RD-108 prints the salesperson's name. Your own form templates and uploaded PDFs can print both (the Salesperson's name and Salesperson's license number variables).
Deactivate or reactivate a teammate
To take someone offline (e.g. they left), use Deactivate on their row. To bring them back, use Reactivate. Owners and Admin / Managers can do both.
- A deactivated teammate can't sign in and is signed out of any active session right away.
- You can't deactivate yourself, you can't deactivate the last owner, and only an Owner can deactivate or reactivate another owner.
What each role unlocks (and what the AI will do)
There are four fixed roles and no custom permissions. A role gates the app, the menus, and the dealer AI. The assistant only offers and runs actions the signed-in person is allowed to do.
- Owner: everything.
- Admin manager: runs the store. Everything except what is the owner's alone.
- Sales: the cars, the leads and the deals. Not the money behind them.
- Accounting: the money. Reads inventory and deals, does not sell.
Only the owner
- Change or cancel the plan, and change the payment method.
- Change where the books live, and connect or disconnect QuickBooks.
- Connect or disconnect a bank.
- Connect or disconnect the dealership's Stripe account, choose card or bank payments, and offer automatic payments (Settings, Customer payments).
- Set how much the assistant does on its own.
- Change a teammate's role.
- Decide whether salespeople see cost and profit (see below).
- Assign the Qualified Individual on the Compliance page.
What each role can do, by area
| Area | Owner | Admin manager | Sales | Accounting |
|---|---|---|---|---|
| Inventory: see cars | Yes | Yes | Yes | Yes |
| Inventory: add, edit, photos, publish, status | Yes | Yes | Yes | No |
| Inventory: wholesale or dispose of a car | Yes | Yes | No | No |
| Inventory: delete a car | Yes | Yes | No | No |
| Cost and profit: acquisition cost, costs on a car, margin, gross | Yes | Yes | Only if the owner turns it on | Yes |
| Import vehicles (auction file or VIN list) | Yes | Yes | Only if they see cost and profit | No |
| Inventory CSV export | Yes | Yes | No | Yes |
| Advertised-price record export | Yes | Yes | Yes | Yes |
| Record a cost on a car, book a work order job's bill | Yes | Yes | Yes | Yes |
| Edit or delete a cost line | Yes | Yes | No | Yes |
| Work orders: add, change, close jobs | Yes | Yes | Yes | No |
| Vendors: see, add, edit | Yes | Yes | Yes | Yes |
| Vendors: delete | Yes | Yes | No | Yes |
| Lienholders: see, add, edit | Yes | Yes | Yes | Yes |
| Lienholders: delete | Yes | Yes | No | No |
| Floor plan: open the page and a car's floor-plan card | Yes | Yes | No | Yes |
| Floor plan: add a line | Yes | Yes | No | No |
| Floor plan: attach, record a payment, pay off | Yes | Yes | No | Yes |
| Floor plan: void a payment | Yes | Yes | No | No |
| Leads: open, add, work, convert | Yes | Yes | Yes | No |
| Leads: assign to anyone | Yes | Yes | No (can claim an unassigned lead) | No |
| Leads: delete | Yes | Yes | No | No |
| Customers: see, add, edit | Yes | Yes | Yes | Yes |
| Inbox: read, link, archive, reply | Yes | Yes | Yes | Yes |
| Inbox: add the sender as a lead | Yes | Yes | Yes | No |
| Appointments | Yes | Yes | Yes | No |
| Deals: open and read | Yes | Yes | Yes | Yes |
| Deals: start one, change price, fees and paperwork | Yes | Yes | Yes | No |
| Deals: submit, mark sold, cancel | Yes | Yes | Yes | No |
| Deals: unwind a sold deal | Yes | Yes | No | No |
| Deal payments: record a payment or deposit | Yes | Yes | Yes | Yes |
| Deal payments: refund | Yes | Yes | No | Yes |
| Deal payments: void | Yes | Yes | No | No |
| Deal payments: take a payment with Stripe (Max) | Yes | Yes | Yes | Yes |
| OFAC screening and red flags on a deal | Yes | Yes | Yes | No |
| OFAC: resolve a match | Yes | Yes | No | No |
| Loans (in-house financing): open the pages | Yes | Yes | No | Yes |
| Loans: record a payment, late fee, payoff quote | Yes | Yes | No | Yes |
| Loans: take a payment with Stripe (Max) | Yes | Yes | No | Yes |
| Loans: NSF, void a payment, waive, change terms, change status | Yes | Yes | No | No |
| Customer payments settings: open the page | Yes | Yes | No | Yes |
| Payments page: every customer payment in one list (Max) | Yes | Yes | No | Yes |
| Invoices: send, take or record a payment, void; invoice settings (Max) | Yes | Yes | No | Yes |
| Payouts: see what Stripe sent to the bank, sync with Stripe (Max) | Yes | Yes | No | Yes |
| Customer payments: your own payment link | Yes | Yes | No | No |
| Customer payments: connect Stripe, card and bank payments, automatic payments | Yes | No | No | No |
| Books: open | Yes | Yes | No | Yes |
| Books: add an entry | Yes | Yes | No | Yes |
| Books: categorize, match, transfer bank lines | Yes | No | No | Yes |
| Books: connect a bank | Yes | No | No | No |
| Reports: Overview, Inventory, Sales, Leads & Marketing | Yes | Yes | Yes | Yes |
| Reports: the Financial tab | Yes | Yes | No | Yes |
| Reports: export (deals, gross, payments, QuickBooks) | Yes | Yes | No | Yes |
| The Export button on lists (customers, leads, vendors and so on) | Yes | Yes | No | Yes |
| Title work | Yes | Yes | Yes | Yes |
| Forms: use them on a deal | Yes | Yes | Yes | Yes |
| Forms: manage templates and packs | Yes | Yes | No | No |
| Files: see and upload record documents | Yes | Yes | Yes | Yes |
| Files: delete a document filed on a car, deal or customer | Yes | Yes | No | No |
| Files: the dealership's own papers (upload, edit, delete) | Yes | Yes | No | No |
| Tasks | Yes | Yes | Yes | Yes |
| Compliance records page: open | Yes | Yes | No | Yes |
| Compliance: add a risk assessment, training record or incident | Yes | Yes | No | No |
| Compliance: move an incident | Yes | Yes | No | No |
| Website (settings, builder, pages, domain) | Yes | Yes | No | No |
| Reviews: open | Yes | Yes | Yes | Yes |
| Reviews: review-request settings | Yes | Yes | No | No |
| Audit log | Yes | Yes | No | No |
| Team: see the roster | Yes | Yes | Yes | Yes |
| Team: invite, deactivate, assign a location | Yes | Yes (Sales and Accounting only) | No | No |
| Billing: see | Yes | No | No | No |
Whether salespeople see cost and profit
Owners, admin managers and accounting always see what a car cost and the profit on it. Whether your salespeople do is your decision, because it follows how you pay them. It is off until an owner turns it on.
- Click your name in the top-right, choose Settings, then choose Team.
- Scroll to the What salespeople see card.
- Turn Salespeople see cost and profit on or off. It saves right away and applies to every salesperson at the dealership.
Only an Owner can change it. An admin manager sees the card and which way it is set. The change is written to the audit log.
While it is off, a salesperson:
- Sees the asking price and the internal / floor price, the two numbers they sell with.
- Does not see a car's acquisition cost, Total invested or Projected margin.
- Can still record a cost on a car. The Costs card keeps its Add cost button and shows no list and no total.
- Gets a price suggestion built from the book value alone, with no cost basis.
- Sees a car's History with the cost amounts left out. A change to the cost says that it changed, not from what to what.
- Has no cost field on a car's Edit form. Saving the form never changes the cost that is stored.
- Sees Reports without gross, margin, cost in stock or unrealized markup. Revenue, units, days to sale and the leaderboard stay.
- Does not see the Gross card on a sold deal.
- Cannot open Imports, because an import is a list of purchase prices.
Two things stay as they are either way:
- Work orders. Whoever runs a recon job sees its estimate, its budget and what was booked.
- Adding a car. The person adding a car types what was paid, or ticks Later. They do not see it again afterwards.
The figures are left out on the server, not hidden on the screen. A salesperson's browser, their assistant and any app they connected are never sent them.
The menus follow the role
- The sidebar shows each person only the links their role can open. Sales does not see Floor plan, Payments, Loans, Books, Compliance or Website. Accounting does not see Leads, Appointments or Website. Owners and admin managers see every link.
- In Settings, the Audit log is listed for owners and admin managers only.
- The search palette (Ctrl+K) follows the same rules.
- If someone types the address of a page their role cannot open, they see a short notice naming who can open it. Nothing loads.
- Buttons a role cannot use are hidden. For example, a salesperson does not see Delete on a car or a lead, Unwind on a sold deal, or the Export button on lists. Accounting does not see Add vehicle or the deal's price form.
The assistant follows the same rules
- It does not offer a salesperson the loan book, the floor plan or the website status.
- It does not offer accounting the leads, appointments, imports or website reads.
- It refuses a salesperson an unwind, a wholesale or a dispose, both when the card is made and when it is approved.
- Logging a promise to pay on a loan is for the owner, admin manager and accounting.
- Recording a bank transfer is for the owner and accounting.
- For someone who does not see cost and profit, it leaves those figures out of every answer: no gross report, no cost or markup in the inventory valuation, no cost basis in a price suggestion, no margin in the pricing or recon brief, no vendor spend, no cost amounts in a car's history. It says their role does not see them, and that an owner can change that. The same holds in Telegram, in scheduled jobs and in a connected app.
- The Financial tab's reports (gross by salesperson, floor plan exposure, sales tax) are for the owner, admin managers and accounting.
The dealer AI is propose → authorize → execute: every write begins as a proposal. Manual and sensitive actions wait for your approval; an eligible routine action may use the owner's standing Autopilot authorization only after final checks. It also won't offer an action your role can't perform.
Billing is owner only. Only the Owner can open the Billing page, change or cancel the plan, or change the payment method. Anyone else who opens it sees a note to ask the owner. There is no billing access setting, so this cannot be given to anyone else, including an admin manager.
Seat limits and your plan
If your plan caps team seats, active members plus still-pending invitations count toward the limit. If you hit it, the invite is blocked with a message telling you how many seats are in use and inviting you to upgrade your plan. Plans without a cap have unlimited seats.
FAQ
How long is an invite link good for?
7 days. After that the link stops working. Use Resend to issue a new one and reset the clock.
Can a Manager invite another Manager?
No. Only an Owner can invite an Admin / Manager or promote someone to that role. Admin / Managers can invite Sales and Accounting only.
I deactivated someone by mistake. Are they gone for good?
No. Deactivation is reversible. Find them in the Active members table (they'll show a Disabled status) and click Reactivate.
Why can't I change my own role?
To prevent locking yourself or the dealership out. Ask another owner to make the change.
A teammate's role changed but they still see the old permissions.
They need to sign out and back in. A role change invalidates their current session, so the new permissions apply on their next login.
Can my salespeople see what we paid for a car?
Not unless you turn it on. Open Settings, then Team, and use the What salespeople see card. Only an owner can change it. See Whether salespeople see cost and profit.
I turned cost off and a salesperson can no longer open Imports. Why?
An import file is a list of what you paid at auction, so Imports follows the same switch. An owner, an admin manager, or a salesperson at a dealership with the switch on can run the import.
Can I invite a brand-new owner?
Not as an invite: new invitations can only be set to Admin / Manager, Sales, or Accounting. To create another owner, invite the person first, then promote them to Owner from the Role dropdown (owners only).
My invite was rejected as a duplicate.
That email is already a teammate (possibly deactivated) or already has an account at another dealership. Reactivate the existing account, or use a different email address.