How to invite and manage team members

Overview

This guide explains how to invite new team members to your Found workspace, understand the different access levels available, and assign the appropriate permissions to each user.

Understanding access levels

Found has three access levels (called "roles") that determine what a user can do in the system:

1. Admin

Full access to everything in your workspace

Admins can:

• Access all locations and brands in your workspace

• Manage location availability and pricing settings

• Invite other users with any role (Admin, Manager, or Staff)

• Manage team members and their permissions

• Configure integrations and webhooks

• View all reports and settings across the workspace

When to use: Assign Admin access to senior staff or business owners who need complete control over the system.

2. Manager

Location-specific administrative access

Managers can:

• Access only their assigned location(s)

• Edit availability and settings for their assigned locations

• Invite Manager and Staff users (but not Admins)

• Manage team members within their locations

• Handle enquiries and administrative tasks for their locations

When to use: Assign Manager access to location managers or regional leads who need to manage specific sites but not the entire business.

3. Staff

Basic operational access

Staff members can:

• Access only their assigned location(s)

• Manage enquiries and day-to-day tasks for their locations

• View information related to their assigned locations

Staff members cannot:

• Invite other users

• Change settings or availability

• Access locations they're not assigned to

When to use: Assign Staff access to front-line team members who handle enquiries and bookings but don't need administrative capabilities.

How to invite a new team member

Step 1: Navigate to team settings

1. Click on Settings in your Found navigation menu

2. Select Team from the settings options

3. You'll see your team member list with tabs for:

   • Active members (currently active users)

   • Pending invitations (invited but not yet accepted)

   • Deactivated members (removed users)

Step 2: Start the invitation process

1. Click the Add Team Member button (typically at the top right of the team list)

2. The "Add Team Member" dialog will open

Step 3: Enter the user's details

Fill in the following information:

Email address (required)

• Enter the email address where the invitation will be sent

• The user will receive an email with instructions to join your workspace

Select access level (required)

• Choose the appropriate role from the dropdown:

  • Admin (if you're an Admin)

  • Manager (if you're an Admin or Manager)

  • Staff (if you're an Admin or Manager)

Note: You can only invite users with roles equal to or below your own access level. For example, Managers cannot invite Admins.

Assign locations (required for manager and staff)

• If you selected Manager or Staff, you must assign at least one location

• Click the location selector and choose which location(s) this user should access

• The user will only be able to see and manage enquiries, bookings, and settings for their assigned locations

Note: If you selected Admin, location assignment is not required - Admins automatically have access to all locations in your workspace.

Step 4: Send the invitation

1. Review the details you've entered

2. Click Invite (or Add Team Member)

3. The system will:

   • Create the user account

   • Send an invitation email to the specified address

   • Add the user to your "Pending invitations" list

Step 5: User accepts invitation

1. The invited user will receive an email with a link to join Found

2. They'll click the link and complete their account setup

3. Once complete, they'll move from "Pending invitations" to "Active members"

4. They can now log in with their assigned access level

Managing existing team members

View team members

• Active members tab: See all users currently active in your workspace

• Pending invitations tab: See users who have been invited but haven't accepted yet

• Deactivated members tab: See users who have been removed from the workspace

Edit a team member's access

1. Find the team member in your active members list

2. Click the Edit button (or menu option) next to their name

3. You can change:

   • Their access level (Admin, Manager, or Staff)

   • Their assigned locations (for Manager and Staff roles)

4. Click Save to apply the changes

Note: You cannot edit your own access level. Another Admin must make changes to your account.

Resend an invitation

If a user hasn't received their invitation email:

1. Go to the Pending invitations tab

2. Find the user in the list

3. Click Resend invitation

4. They'll receive a new invitation email

Deactivate a team member

To remove a user's access:

1. Find the team member in your active members list

2. Click the Deactivate button (or menu option)

3. Confirm the action

4. The user will immediately lose access to Found

5. They'll move to the "Deactivated members" list

Best practices

Assigning access levels

• Start with the minimum access needed: You can always increase permissions later

• Review access regularly: Ensure team members still need their current access level

• Limit Admin access: Only assign Admin to users who need full system control

• Use location assignment: Restrict Manager and Staff to their specific locations for better security

Managing invitations

• Check pending invitations regularly: Follow up with users who haven't accepted

• Use correct email addresses: Ensure you're sending to an email the user actively monitors

• Communicate with invitees: Let them know to expect an invitation email (check spam folders)

Security considerations

• Deactivate promptly: Remove access immediately when a team member leaves

• Don't share accounts: Each person should have their own individual account

• Monitor active members: Regularly review who has access to your workspace