Managing Teams

Managing Teams

Learn how to set up your team, configure roles and permissions, and implement approval workflows for secure collaboration.

Team Structure

A typical Payroll team structure:

Owner (You)
├── Finance Manager (Approves payments)
├── Operations Manager (Manages contractors)
├── Team Members (Create invoices, view payments)
└── Viewers (Read-only access)

Inviting Team Members

Step 1: Prepare

Before inviting team members:

• ✅ Decide their role
• ✅ Determine their permissions
• ✅ Prepare onboarding materials

Step 2: Send Invitation

1. Go to Organizations → Team
2. Click Invite Member
3. Fill in:
   • Email: Team member’s email
   • Role: Select appropriate role
   • Custom Permissions: (optional) Fine-tune access
4. Click Send Invitation

Step 3: Team Member Onboarding

Team member receives email with:

• Invitation link
• Organization name
• Their role
• Getting started guide

They click the link to:

1. Create account (or log in)
2. Accept invitation
3. Access organization

Roles and Permissions

Owner

Full access to everything:

• Manage all contractors and payments
• Approve all invoices and payments
• Manage team members
• Configure organization settings
• Manage billing and subscription
• Delete organization

Best for: Company owner or CEO

Admin

Full operational access:

• Manage all contractors and payments
• Approve all invoices and payments
• Manage team members (except owners)
• Configure organization settings
• Cannot manage billing
• Cannot delete organization

Best for: COO or Operations Director

Finance Manager

Financial oversight:

• Approve invoices and payments
• View all financial data
• Export reports and data
• View contractors (read-only)
• Cannot manage contractors
• Cannot manage team members

Best for: CFO, Controller, or Finance Director

Operations Manager

Day-to-day operations:

• Manage contractors (add, edit, delete)
• Create and submit invoices
• View payments
• Cannot approve payments over $5,000
• Cannot manage team members
• Cannot export sensitive data

Best for: Operations Manager or Team Lead

Member

Basic access:

• View contractors
• Create invoices
• View assigned payments
• Cannot approve anything
• Cannot manage contractors
• Cannot access reports

Best for: Team members who submit invoices

Viewer

Read-only access:

• View contractors
• View payments
• View invoices
• Cannot create or modify anything
• Cannot export data

Best for: Accountants, auditors, or stakeholders

Custom Permissions

Fine-tune access beyond standard roles:

Available Permissions

• Can Approve Payments: Approve payment requests
• Can Manage Contractors: Add, edit, delete contractors
• Can Manage Team: Invite and remove team members
• Can View Reports: Access financial reports
• Can Export Data: Export data to CSV/Excel
• Can Manage Invoices: Create and edit invoices
• Can Approve Invoices: Approve invoice submissions
• Can Configure Settings: Change organization settings

Setting Custom Permissions

1. When inviting or editing a team member
2. Select base role
3. Click Custom Permissions
4. Enable/disable specific permissions
5. Click Save

Approval Workflows

Set up multi-level approval processes.

Basic Approval Workflow

For small teams (5-10 people):

1. Go to Organizations → Settings → Approvals
2. Enable Require Approval for Payments
3. Configure:
   • Payments over $1,000 require approval
   • Finance Manager can approve
4. Click Save

Multi-Level Approval Workflow

For larger teams (10+ people):

1. Enable Multi-Level Approval
2. Configure approval chain:

Level 1: Operations Manager

• Approves invoices up to $5,000
• Approves contractor additions

Level 2: Finance Manager

• Approves invoices $5,000-$25,000
• Approves batch payments

Level 3: CFO/Owner

• Approves invoices over $25,000
• Approves new team members
• Approves organization changes

3. Set approval timeouts:

   • Level 1: 24 hours
   • Level 2: 48 hours
   • Level 3: 72 hours

4. Configure escalation:

   • If not approved within timeout, escalate to next level
   • Send reminder emails

Approval Notifications

Configure who gets notified:

• Approver: When approval is needed
• Submitter: When approved or rejected
• Next Approver: When escalated
• Owner: For all approvals over $10,000

Team Collaboration

Internal Notes

Add notes visible only to team:

1. Open contractor or payment
2. Click Add Note
3. Type note
4. Optionally @mention team members
5. Click Save

Activity Feed

View team activity:

1. Go to Organizations → Activity
2. See all team actions:
   • Payments created
   • Invoices approved
   • Contractors added
   • Settings changed
3. Filter by team member or action type

Team Chat

Communicate with team:

1. Click Chat in navigation
2. Select Team Chat
3. Send messages to team
4. Share files and links
5. @mention specific team members

Managing Team Members

Editing Team Members

1. Go to Organizations → Team
2. Click on team member
3. Edit:
   • Role
   • Permissions
   • Email (if needed)
4. Click Save

Removing Team Members

1. Go to Organizations → Team
2. Click on team member
3. Click Remove
4. Confirm removal
5. Team member loses access immediately

Reactivating Team Members

If you removed someone by mistake:

1. Send new invitation
2. They rejoin with new role
3. Previous activity history preserved

Best Practices

• ✅ Use least privilege principle (minimum access needed)
• ✅ Review team access quarterly
• ✅ Remove inactive team members promptly
• ✅ Use approval workflows for payments over $1,000
• ✅ Require multiple approvals for large payments
• ✅ Document your approval process
• ✅ Train team members on their roles
• ✅ Use internal notes for important information

Security Tips

• ✅ Enable two-factor authentication for all team members
• ✅ Use strong passwords
• ✅ Don’t share login credentials
• ✅ Review activity logs regularly
• ✅ Remove team members immediately when they leave
• ✅ Use role-based access, not shared accounts

Next Steps

• Set up approval workflows
• Configure payment permissions
• Learn about organizations