Inviting & Managing Team Members

Add team members, change roles, and manage access in WorkSnap Pro.

Accessing Team Settings

To manage your team:

1. Go to Settings
2. Click Team
3. View your team member list

Note: You must be an Owner or Admin to access team settings. Members cannot see this page.

Your Team Member Limit

Team member limits depend on your subscription plan:

Plan	Team Members Allowed
Free	1 (just you)
Starter	2
Professional	5
Business	Unlimited

Your current count shows at the top of the team page (e.g., "3 of 5").

When You've Reached Your Limit

If you're at your plan's limit:

• The Invite Member button is disabled
• An alert shows explaining the limit
• Upgrade your plan to add more members

To upgrade: Settings > Billing > Change Plan

Inviting Team Members

Who Can Invite

Your Role	Can Invite
Owner	Members and Admins
Admin	Members only
Member	Cannot invite

How to Invite

1. Go to Settings > Team
2. Click Invite Member
3. Enter the person's email address
4. Select a role (Member or Admin)
5. Click Send Invitation

What Happens Next

If the person already has a WorkSnap account:

• They're immediately added to your organization
• They can switch to your organization and start working
• No email invitation needed

If the person is new to WorkSnap:

• They receive an email invitation
• Email contains a link to create their account
• After creating an account, they have access to your organization

Invitation Email

The invitation email includes:

• Your organization name
• A link to accept the invitation
• Instructions for getting started

Changing Team Member Roles

Who Can Change Roles

Your Role	Can Change
Owner	Any role (Member ↔ Admin)
Admin	Cannot change roles
Member	Cannot change roles

How to Change a Role

1. Go to Settings > Team
2. Find the team member
3. Click the role dropdown next to their name
4. Select the new role (Member or Admin)
5. Role changes immediately

Role Change Restrictions

• Cannot change an Owner's role (ownership must be transferred instead)
• Cannot demote yourself if you're the last Owner
• Admins cannot promote Members to Admin
• Admins cannot demote other Admins

Removing Team Members

Who Can Remove

Your Role	Can Remove
Owner	Members and Admins
Admin	Members only
Member	Cannot remove

How to Remove a Team Member

1. Go to Settings > Team
2. Find the team member
3. Click the trash icon next to their name
4. Confirm the removal

What Happens When Removed

• The person loses access to your organization immediately
• They can no longer view any data
• Their work (invoices, estimates they created) remains in your organization
• They keep their WorkSnap account (can use it elsewhere)

Removal Restrictions

• Cannot remove the last Owner
• Cannot remove yourself (transfer ownership first)
• Admins cannot remove other Admins or Owners

Transferring Ownership

To make someone else the Owner:

1. Go to Settings > Team
2. Change the new owner's role to Owner
3. Your role changes to Admin automatically

Important: After transferring ownership, you'll lose access to billing and some settings. Make sure this is intentional.

Before Transferring Ownership

Consider:

• The new Owner will have billing access
• The new Owner can remove you from the team
• The new Owner can change your role
• This action is significant—be certain

Team Member List

The team page shows:

Column	Information
Member	Email address and role icon
Role	Current role (with dropdown for Owners)
Joined	Date they joined the organization
Actions	Remove button (if you have permission)

Role Icons

• Crown (yellow) = Owner
• Shield (blue) = Admin
• Person (gray) = Member

Re-Inviting Someone

If someone needs to be re-invited (e.g., didn't receive email):

1. Remove them from the team
2. Invite them again with the same email
3. A new invitation is sent

Or ask them to check their spam folder for the original invitation.

Managing Multiple Organizations

If You Belong to Multiple Organizations

• You may have different roles in each
• Switch between organizations via the profile menu
• Your capabilities depend on your role in each

Inviting Someone Who's in Multiple Organizations

When inviting someone who already uses WorkSnap:

• They're added to your organization automatically
• Your organization appears in their organization switcher
• They choose which organization to view at any time

Team Member Activity

Currently, WorkSnap Pro doesn't show detailed activity logs per team member. All team members can see all documents, and document history shows who created or modified items.

Best Practices

For Inviting

1. Verify email addresses - Typos prevent delivery
2. Start with Member role - Upgrade to Admin if needed later
3. Communicate externally - Tell people to expect the invitation
4. Check spam folders - Invitations sometimes get filtered

For Role Management

1. Review periodically - Ensure roles match current needs
2. Use least privilege - Give only the access needed
3. Document decisions - Note why someone has a particular role
4. Communicate changes - Tell people when their role changes

For Removing Members

1. Remove promptly - When someone leaves the company
2. Consider data - Their work stays in the system
3. Communicate - Let them know (professionally)
4. Review access - Check other systems too

Security Recommendations

Protect Owner Access

• Limit Owners to true business owners
• Use strong, unique passwords
• Enable two-factor authentication if available

Regular Reviews

• Review team list quarterly
• Remove people who've left
• Verify roles are still appropriate
• Check for unused accounts

When Someone Leaves

1. Remove them from the team immediately
2. Change any shared passwords they knew
3. Review what they had access to
4. Consider if any customers need to be notified

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