Adding Your Team

Clean Estimate separates Settings > Team into dedicated Members, Permissions, and Activity pages so member setup, access changes, and supported work history stay easy to review.

Add a teammate

1. Open Settings in the Business section of the sidebar.
2. Select Team, then open Members.
3. Select Add member.
4. Enter the teammate's name and login email. Add optional phone, job title,

and private internal notes when those details are useful to the office.

1. Assign Administrator, Office, Sales representative, or Crew.

Owner is protected and cannot be assigned from an invitation.

1. Choose All locations or one service location, then optionally choose one

crew at that location.

1. Review the profile and assignment choices and send the invitation.

A teammate with Manage team can create an invitation inside their persisted location scope. An all-location owner or manager with that grant can choose All locations or any eligible location. A location-pinned manager can invite a non-owner teammate only into that same pinned location; they cannot create an all-location or sibling-location invitation.

Track the invitation

The new row remains Pending until the recipient joins. The pending record retains the preassigned profile, role, location, and crew. It is not an untracked email that must be reconstructed later.

• Select Resend access email to replace delivery for the same pending

person.

• Select Revoke invite to prevent the pending person from joining.
• Do not send a second independent invitation to work around an expired email;

use the existing row so the lifecycle remains visible.

The recipient's verified login email remains read-only in Clean Estimate. Email verification and password changes use Clerk's account flow. If an invitation action reports that the provider outcome is unclear, reload the durable pending row before retrying. Do not send a second independent invite; Clerk acceptance and removal events reconcile the existing row safely.

Review access after they join

Open the joined member from Members to review their business profile, role, location, one optional crew, and active status. Open Permissions to review that individual member's grants. Only an all-location owner with Manage team can change or reset the grants; managers can still manage other non-owner profile, role, assignment, and access fields inside their location scope. Clean Estimate stores per-member permissions rather than editing a shared V1 role template.

Changing a role resets permission flags to that role's defaults and requires confirmation. The server applies the saved role, permission, and location boundaries even if someone attempts to open a restricted URL directly.

Team saves now write a complete versioned permission record while preserving explicit per-member choices. The five prepared Inbox and Phone permissions are carried safely in that record but remain hidden from Team controls until their routes are ready for strict enforcement; no new Inbox or Phone access control is available from this page yet.

Deactivate or Reactivate access

Select Deactivate when a teammate should lose access. Enter the required reason, up to 500 characters, before confirming. Their profile, assignments, permission record, deactivation reason, and historical work remain intact. You cannot deactivate yourself or an owner from this workflow.

Select Reactivate when the teammate should return. Clean Estimate verifies that their Clerk organization membership still exists before restoring local access. An in-scope teammate with Manage team may reactivate an eligible non-owner; only an all-location owner may reactivate another inactive owner. An unavailable provider check leaves access safely off. If the membership was removed, wait for that removal to reconcile and use Add member with the same verified email. The new invitation reconnects the durable member and retained history; it does not silently reactivate access or create a second active teammate. A stale removal event for an older provider membership cannot deactivate the newer one. Clean Estimate restores access only when a newer Clerk membership is tied to the matching active invitation. A direct provider re-add, a revoked invitation, an ambiguous duplicate email, or missing or conflicting provider evidence leaves the teammate inactive.

For roster search, profile editing, location and crew constraints, and Activity filters, see Team Management. For the complete permission model, see Roles and Permissions.

Tips

• Assign the least access needed for the person's current job.
• Use one pinned location when a teammate should not see sibling-office work.
• A member can have one crew or no crew; V2 does not assign several crews or an

arbitrary subset of locations from this workflow.

• Review pending and inactive members regularly.