Team Members: Roles, Permissions & Monitoring (Complete Guide)
Roof Manager lets you add your whole crew to one account — sales reps, estimators, office staff, and field crews — each with their own login and exactly the access you choose. Team members are free and unlimited, everything they do happens inside your account, and you can see who did what at any time. This guide walks through every part of it.
Where team management lives
Sign in and click Team Members in the left sidebar (or go to roofmanager.ca/customer/team-members). It is one page with three tabs:
- Members — your roster, where you add people and see what each one has been doing.
- Tasks — assign and track to-dos for your team.
- Activity — a running log of what everyone did (owners and admins only).
How to add a team member
- On the Members tab, click Add Member.
- Enter their first name and email (last name and phone are optional).
- Choose Access setup: Email them an invite link (recommended — they set their own password) or Set their password now (you type a password and share it with them directly).
- Pick an Access level: Admin, Sales, or Field Crew (explained below).
- Optional: tick or untick See prices & totals, or open Customize access to fine-tune exactly which tools they can open.
- Click Send invite (or Create member if you set a password). They appear on the roster right away.
The three access levels
Access level is the fastest way to set someone up — one click configures everything sensibly. You can still fine-tune afterward.
| Level | Best for | Gets access to | Sees prices? |
|---|---|---|---|
| Admin | A co-owner or office manager | Everything, including billing and team management | Yes |
| Sales | Sales reps and estimators | Leads, customers, proposals, invoices, reports, calls and door-to-door | Yes (you can turn this off) |
| Field Crew | Installers and site crews | Jobs and Crew Cam AI only | No |
Admins have full access to every tool and it cannot be limited — when you pick Admin, all the tools switch on and lock. That is by design: an admin is your deputy. If you need someone with narrower reach, use Sales or Field Crew and adjust from there.
Customize access — the individual controls
Open Customize access in the invite (or edit) window to turn individual tools on or off. Whatever you check is what that person can open; everything else is hidden from them. The controls are:
- Leads — the Leads board (their inbound and assigned leads). Turning this on also lets them see the customers tied to those leads.
- Proposals — build and send proposals and estimates.
- Door-to-Door — the canvassing map and knock tracker.
- Jobs — the job tracker for active projects.
- Crew Cam AI — the jobsite camera and AI photo/measurement tools.
- Tasks & Schedule — team tasks and scheduling.
- Invoices — create and send invoices.
- Order Reports — order new roof measurement reports (uses your credits).
- View Reports — open and download reports already in the account.
Separately, the See prices & totals checkbox decides whether that person sees dollar amounts anywhere — invoice totals, proposal pricing, revenue and profit. Turn it off and those numbers are simply hidden for them, which is handy for a rep you want quoting from your pricebook without seeing your margins.
Two things are always handled for you: account settings stay available to everyone (people can manage their own profile), and team management stays admins-only (a Sales or Field Crew member can never add, remove, or re-permission other people).
What your invitee experiences
If you chose the email invite, they receive a message with a secure link. Clicking it lets them set a password and land straight in the dashboard — already scoped to the access you gave them. If you set a password instead, just share the email and password with them and they can log in immediately. Either way they only ever see the tools you enabled; the rest of the sidebar isn't there for them.
Watching how your team is doing
You do not have to wonder who did what — it is all on the Members and Activity tabs.
- Per-member scorecard. Each person's roster card shows their last 30 days at a glance: leads won, proposals delivered, reports ordered, appointments booked, and open tasks.
- Activity feed. The Activity tab is a timeline of real actions — "Sarah created an order for 12 Elm St", "proposal PROP-1042 accepted", "Mike won a lead". Filter it by a specific person or by type (orders, reports, proposals, leads, and more). Click any member's card and choose View their activity to jump straight to their entries.
- Leaderboard. On the Leads page, the Leaderboard ranks the team by won value, with proposals and reports counted per person.
Assigning work
- Leads. On the Leads board, assign any lead to a team member — they are emailed automatically. When a lead is marked Won it flows into My Customers.
- Tasks. On the Tasks tab, create a to-do, set a due date, and assign it to one or more people. Tasks support file and photo attachments, and a trash bin so a deleted task can be restored (only owners and admins can permanently delete or empty the trash).
Managing the roster
Every person on the roster has a … menu on the right:
- Edit access — change their level or fine-tune individual tools any time.
- View their activity — jump to their entries in the Activity feed.
- Promote to Admin / Demote to Member — change their role.
- Suspend — pause their access without deleting them; reactivate whenever.
- Remove from team — revoke access. Their finished work (reports, proposals, invoices, activity history) stays in your account.
Pending invitations sit in the same roster with an Invited tag. From there you can Resend the email, Copy invite link to send it yourself, or Cancel invitation. A team member can also remove themselves with Leave team.
Billing
Adding team members is free — invite as many people as you need; there is no per-seat charge. The one exception is Crew Cam AI camera seats, which have their own limit on the Crew Cam AI plan; if you go past it you will be prompted to add a seat.
Frequently asked questions
Can I change someone's access after they've joined?
Yes — open the … menu on their roster card and choose Edit access. Changes take effect immediately the next time they load a page.
Why can't my rep see prices?
Their See prices & totals checkbox is off. Edit their access and turn it on.
Can a Sales or Field Crew member invite other people?
No. Only the account owner and admins can add, remove, or change team members.
The invite email never arrived — what now?
Open the person's … menu and choose Resend, or Copy invite link and send it to them directly (text, WhatsApp, etc.). You can also add them with Set their password now instead and skip email entirely.
What's the difference between Suspend and Remove?
Suspend pauses access temporarily — good for a seasonal crew member — and you can reactivate them in one click. Remove revokes access for good. Neither deletes the work they already did.
Does removing someone delete their reports or proposals?
No. Everything they created stays in your account; only their login access is removed.