Every person in your workspace has their own login and exactly one role. The role decides what they can see and do, so you set access once for each job rather than person by person.
Invite someone
-
Open Team Members
In the sidebar, open Business and choose Team Members. Then select Add User.
-
Confirm the seat
Your first user is included in every plan, and each extra person is a paid seat. Wizard Application shows the price per seat and asks you to confirm it before you add anyone. You need a payment method on file; the charge is pro rata from today until your next billing date, with a minimum of one month.
-
Enter their details
Under Basic Information, add their First Name, Last Name and Email.
-
Choose their role
Under Organisation Details, pick a Role. You can also set their Department, Job Title and Reports To (Manager) now, which feeds the organisation chart and approvals later.
-
Send the invitation
Select Create. They receive an email invitation, choose their own password and can sign in straight away. Until they accept, their account shows as inactive.
The four starter roles
Every workspace begins with four roles that suit most small teams:
- Administrator has full access to everything, including settings, billing and other people's access. It cannot be edited. Keep it to two or three trusted people.
- Manager is for people who run a team or an area of the business.
- Standard is the everyday role for most staff.
- Read-only can look but not change anything, which suits an accountant or an auditor.
Create your own role
-
Open Roles & Permissions
Open Settings from the gear icon in the top bar and choose Roles & Permissions.
-
Name the role after the job
Give it a Role Name such as Payroll or Recruiter, never a person's name, and a short description.
-
Tick the permissions it needs
For each feature, choose whether the role can view, create, edit or delete, plus the actions that feature has of its own, such as approving a request. Start with less and add more when someone asks; it is easier than taking access away.
Features a role cannot view disappear from that person's menu, so people only see the parts of Wizard Application they use. For a one-off, such as a single confidential project or folder, share that record with the person instead of making a new role.
When someone changes job or leaves
Change their role on the day they move, so they do not keep old access on top of new. When someone leaves, open their profile from Team Members and switch off Active on their last working day.
For the thinking behind a good set of roles, read our guide to roles and permissions for small businesses.