Watch: How to invite a team member on the SalesThumb mobile app (0:37)
Adding a team member to SalesThumb takes about a minute. Picking the right role takes a little longer. Here's how to do both.
Step 1 — Open the invite flow
Settings → Team, click Invite Member. Fill in:
- Email address
- Role — see role guide below
The invite form also asks for Mobile app access (No access / Installer / Sales / Full access), pre-set from the role you pick. Individual permission adjustments are made after they join (see Step 3 below).
Step 2 — Pick the right role
SalesThumb has 6 built-in roles:
Owner. Full access, billing. Can act on any membership, including another Owner's. Typically just the shop owner(s). Don't assign casually. Note: deleting a location entirely is a separate, org-level permission (org.manageOrgSettings) — not an inherent Owner-role capability — so who can actually delete a shop depends on your org's own permission setup, not just who holds the Owner role at that one shop.
Admin. Full access except billing. Good for a trusted GM who runs the shop day-to-day. An Admin can't demote or remove an Owner.
Manager. View reports, manage staff, edit settings. Right role for shop managers or a lead tech running the floor.
Technician. View schedule, clock in/out, upload photos. Sees their own assigned jobs. This is the shop-level role for install staff — it's separate from the mobile app role below.
Front Desk. Manage customers, create quotes, schedule appointments.
Service Writer. Create and manage quotes and invoices.
There's no "Read-only" role today — the closest fit is a role like Manager or Front Desk with reporting/edit permissions individually turned off (see Step 3).
Step 3 — Set mobile app access and fine-tune permissions
After they're on the team, two more things are worth checking on Settings → Team — mobile access on the Members tab, individual permissions on the Permissions tab:
- Mobile app access — each member has a separate mobile role (No access / Installer / Sales / Full access) controlling what they can do in the mobile app. Set it from their row.
- Individual permissions — click Manage on a member to grant or deny specific capabilities (financial reports, refunds, pricing, staff management, customer data, integrations, and more) on top of their role's defaults.
If the shop belongs to a multi-location HQ/franchise org, you can also save a bundle of those toggles as a reusable named permission set (Permissions tab → Permission sets → New set) and assign it to multiple people. Standalone shops use the per-member toggles directly. See Team roles and permissions for the full permission list.
Don't over-customize. The 6 standard roles cover most cases — reach for individual overrides only when someone genuinely needs something their role doesn't grant.
Step 4 — Send the invite
The invited user gets an email with a link to accept and set up their account. The invite expires in 7 days — resend it from the Team page if it lapses.
Step 5 — Onboard them properly
Don't just invite and forget. New team members should:
- Read the role-relevant KB articles for their job (scheduling/double-booking guidance for service writers)
- Watch their first job get processed end-to-end alongside an experienced user
- Have all systems set up — phone notifications, mobile app installed, login working — before their first solo day
Removing a team member
Open their page from Settings → Team, click Remove, then confirm. Their access revokes immediately. Their historical actions (quotes they created, jobs they completed) stay in the record with their name attached. Removal doesn't reassign their open jobs for you — hand those off before removing someone with active work.
Common mistakes
- Giving everyone Owner or Admin. Recoverable, but a security/audit issue. Use Manager, Technician, Front Desk, and Service Writer correctly instead.
- Skipping mobile app access for installers. A Technician who does install work still needs their mobile role set to Installer (or Full access) — the shop role alone doesn't grant mobile app access.