# Your team and roles

Invite people to work in your business, choose exactly what each one can do with roles and permissions, change or remove access, follow the invitations, see what everyone did in the activity log, and how the account holder fits in.

Source: https://vezmo.com/docs/run-your-business/team

## Overview

Each person who works in your business has their own sign-in. What they can see and do depends on the access you give
them: a role, which bundles permissions under a name such as "Bookkeeper", and any extra permissions on top.

Everything about your team is in **Settings › Team**, in four tabs: **Members**, **Roles**, **Invitations** and
**Activity**. When your plan has a team limit, the meter at the top shows how many of its team members you're using:
everyone on the team plus the invitations still open. How many people your plan includes is on
[Plans and billing](/docs/get-started/plans-and-billing).

## The account holder

The account holder is the person who signed the business up. Their row in **Members** is marked **Account holder**.

- No one on the team can change, deactivate or remove the account holder.
- No one can be given more access than the account holder has.
- The account holder can't be handed to someone else from the dashboard.

## Members

(Screenshot: Settings, Team: Who can work in this business, what each role may do, and the invites still waiting for an answer; the meter 2 of 2 team members with Upgrade; the tabs Members, Roles, Invitations and Activity; and Team members, with the filters All, Active, Inactive and Pending, Invite member, and Ewan Morrow, marked You and Account holder.)

**Members** lists everyone on the team, with their role, when they were last active and their status. **You** marks
your own row, and the filters show **Active**, **Inactive** or **Pending** members. The account holder's status can
read **Pending**; it doesn't limit what they can do. Select the **⋮** on a row to:

- **Edit**: change the person's **Role** and their **Permission overrides** (extra permissions on top of the role),
  then select **Save changes**. What they can do changes at once; their menu and pages catch up the next time they
  sign in.
- **Remove**: they lose access to the business straight away and are signed out of any session they have open. What
  they did stays in the activity log, and you can invite them again later.

The **Status** switch makes a member **Active** or **Inactive**. An inactive member can't sign in until you switch them
back.

You can't edit, deactivate or remove yourself or the account holder.

## Invite someone

1. **Open the form**
In **Settings › Team**, select **Invite Members** at the top of the page, or **Invite member** on the **Members** or
**Invitations** tab.

2. **Who and what**
- **Email address**: the person you're inviting. It must be an email that doesn't have a Vezmo account yet.
- **Role**: one of your roles, or **No role**.
- **Additional permissions**: anything more they need, grouped by area. Open a group to tick single permissions, or
  select **Select all** for the whole group. **Search permissions** finds one by name.

Pick a role, at least one permission, or both. Under the list, **Effective access summary** lists the permissions
they'll get.

(Screenshot: Invite a team member: Email address docs.w3.assistant@mailinator.com, Role Bookkeeper, and Additional permissions grouped as Clients and deals, Developers, Getting paid, Money, Support, and Team and account, each with a count and Select all.)

3. **Send it**
Select **Send invitation**. We email them a link to join, which works for 7 days, and the invitation shows under
**Invitations** as **Pending**. When they accept, they set their name and password and land in your dashboard. See
[Join your team from an invitation](/docs/get-started/account#join-your-team-from-an-invitation).

You can only give the permissions you have yourself. If the email already has a Vezmo account, the invitation is
refused with **A user with this email already exists**: ask them for another address.

## Invitations

**Invitations** lists your business's invitations, with the role, the status and when the link expires. The filters
show one status at a time, **Search** finds an email or a role, and **Invite member** opens the invitation form.

| Status | What it means |
| --- | --- |
| Pending | Sent, not accepted yet. |
| Accepted | They joined. They're now in **Members**. |
| Revoked | You cancelled it. The link no longer works. |

On a pending invitation, select **⋮** and then:

- **Resend** to email a new link, which works for 7 days from then.
- **Revoke** to cancel it. The link stops working at once. You can invite the same person again later.

(Screenshot: The Invitations tab: an invitation to docs.w3.bookkeeper@mailinator.com with the role Bookkeeper, Pending, expiring in 7 days, and its menu open with Resend and Revoke.)

A link that has passed its 7 days shows its **Expires** time in red, and the invitation stays **Pending** (the
**Expired** filter doesn't list it). Select **Resend** to send a fresh one.

## Roles

A role is a set of permissions with a name, so you can give the same access to several people. The **Roles** tab lists
your roles, their permissions and how many permissions each one has.

1. **Add a role**
Select **Add a role**. Give it a **Role name** and, if you like, a **Description** of what it's for.

2. **Pick its permissions**
Tick the permissions it grants, by area, as on the invitation form. You can only include permissions you have
yourself.

(Screenshot: Create new role: Role name Studio assistant, a description, and the permissions list with some permissions in Clients and deals ticked.)

3. **Save it**
Select **Create role**. It's now in the **Role** list when you invite someone or edit a member.

To change a role, select **⋮** on its row and **Edit role**; everyone who has it gets the change. **Delete** takes its
permissions away from the members who had it, so give them another role afterwards: until you do, their row still
shows the old role's name.

## What each area covers

Permissions are grouped by area, on the invitation form, in roles and in **Edit**. Each one has a short name and a line
saying what it allows.

| Area | What its permissions cover |
| --- | --- |
| **Getting paid** | Invoices, invoice designs, payments and refunds, products and their categories, and the business's plan and subscription. |
| **Money** | The dashboard's figures, payouts (asking for, seeing and cancelling them), payout accounts, and the books in **Ledger**. |
| **Clients and deals** | Clients, client notes, projects, proposals, agreements and e-signature requests. |
| **Team and account** | Seeing the team, inviting people, managing the team, business details, profiles, notifications and uploading files. |
| **Developers** | API keys, webhooks, the API docs and trusted websites. |
| **Support** | Support tickets and their messages. |

Most areas have separate permissions to view, create, edit and delete. For example, someone with **View invoices**
but not **Create invoices** sees your invoices but can't send one. The menu shows each person only the pages their
permissions open.

Three permissions decide who runs the team:

- **View the team**: see **Members**, **Roles** and **Invitations**.
- **Invite people**: send, resend and revoke invitations (together with **View the team**, which the form needs).
- **Manage the team**: edit and remove members, change their status, manage roles, and see **Activity**.

## Activity

**Activity** shows what each person on your team did in the business, and what your API keys did: sending an
invoice, changing a setting, creating a payment, and so on. Only people who can manage the team see it.

(Screenshot: The Activity tab: What each person on your team, and your API keys, did in this business; filters Everyone, Every area and Any outcome; the periods Today, 7 days, 30 days, 1 year and Custom; Download CSV; and a list of actions such as You sent a proposal and You created a contract, each with its area, place and device.)

- **Filter** by teammate (**Everyone**), by area (**Every area**: Payments, Invoices and agreements, Customers and
  products, Subscriptions, Verification, Team and sign-in, Developers, Settings and more), and by outcome: **Went
  through** or **Refused or failed**. Choose the period on the right.
- **Refused** means Vezmo stopped it, because the person didn't have permission or a limit applied: nothing changed.
  **Failed** means it didn't go through.
- Select a row for its details: when, the area, the teammate it concerned, a reference, the IP address, an
  approximate location worked out from it, and the device.
- **Download CSV** saves the list as filtered, up to 100,000 rows. The download is recorded in the list too.

## Questions

### Can I make someone else the account holder?

Not from the dashboard. 
### Someone left. How do I stop their access?

Open **Members**, select **⋮** on their row and **Remove**. They're signed out straight away. To pause access
instead, switch their **Status** to **Inactive**.

### Why can't I give a permission?

You can only give what you have yourself, and no one can have more than the account holder. Ask someone who has that
permission to give it.

### I was invited but I already have a Vezmo account

An invitation can only go to an email that has no Vezmo account yet. Ask for the invitation to go to another address.

## Related

- [Open your account and sign in](/docs/get-started/account)
- [Plans and billing](/docs/get-started/plans-and-billing)
- [Notifications](/docs/get-started/notifications): each teammate chooses their own emails.