Invite teammates and set roles
Invite staff by email, manage pending invites, set roles, and deactivate or reactivate people — and understand what each role can do.
Add the people who work your dealership and control what each one can do. You invite by email, the teammate sets their own password, and their role decides which parts of the app — and which AI actions — are available to them.
Who can do what here
- Owner — can invite anyone (except another owner), change any role, promote someone to Owner, and deactivate anyone.
- Admin / Manager — can invite Sales and Accounting, assign locations, and deactivate or reactivate non-owners. Cannot change roles.
- Sales and Accounting — can view the page but cannot invite or manage teammates.
Only an Owner can change roles or promote someone to Owner. Admin / Managers can invite Sales and Accounting, but not another Admin / Manager.
Invite a teammate
- Go to Dashboard → Team (
/settings/team). - Click Invite teammate (top right).
- Enter their Email (required).
- Pick a Role — Sales, Accounting, or (owners only) Admin / Manager.
- Optionally pick a Location and type a Title (optional) (e.g. "Sales Manager").
- Click Send invitation.
The teammate gets an email with an invite link. They open it to a "Join [your dealership]" page that shows their email and role, then enter their name, optionally edit the title, set a password (at least 12 characters), confirm it, and click Accept and create account. They're then sent to the sign-in page to log in.
The invite link expires in 7 days. If it lapses before they accept, use Resend (below) to send a fresh link.
You can't invite an email that's already on your team. If someone left, reactivate their existing account instead of re-inviting. An email that already has an account at another dealership can't be invited either — use a different address.
Manage pending invitations
Invites that haven't been accepted appear in the Pending invitations table with the email, role, and an Expires date. For each one you can:
- Resend — sends a new email and resets the 7-day clock with a fresh link. (You can't resend an invite that was already accepted or revoked — send a new invitation instead.)
- Revoke — cancels the invite so the link stops working.
The Pending invitations table only appears when there's at least one invite still waiting to be accepted.
Change someone's role
- On the Active members table, find the person.
- In the Role column, open the dropdown and pick the new role.
The change saves immediately.
Role changes are Owner-only — the Role column is a plain label for everyone else. A few guardrails apply:
- You can't change your own role — have another owner do it.
- You can't demote the last owner — promote someone else to owner first.
- A demoted teammate is signed out and must log back in so their new permissions take effect.
Assign a location
In the Location column, pick a location (or — No location —) from the dropdown. Owners and Admin / Managers can do this. Locations come from your Settings → Locations list.
Deactivate or reactivate a teammate
To take someone offline (e.g. they left), use Deactivate on their row. To bring them back, use Reactivate. Owners and Admin / Managers can do both.
- A deactivated teammate can't sign in and is signed out of any active session right away.
- You can't deactivate yourself, you can't deactivate the last owner, and only an Owner can deactivate or reactivate another owner.
What each role unlocks (and what the AI will do)
Roles gate both the app and the dealer AI — the assistant only offers and runs actions the signed-in person is allowed to do.
- Owner / Admin / Manager — run the dealership: inventory, leads, customers, tasks, deals, title work, and BHPH loan payments.
- Sales — inventory, leads, customers, tasks, deals, and title work. No BHPH loan-payment recording.
- Accounting — customers, tasks, title work, and BHPH loan payments. Not inventory or the sales pipeline.
The dealer AI is propose → approve → execute: it never changes anything until you approve (or reply "yes"). It also won't offer an action your role can't perform.
Billing is separate. Subscription and payment-method pages are limited to the Owner (or anyone the account explicitly has billing access granted to). Being an Admin / Manager does not by itself unlock billing.
Seat limits and your plan
If your plan caps team seats, active members plus still-pending invitations count toward the limit. If you hit it, the invite is blocked with a message telling you how many seats are in use and inviting you to upgrade your plan. Plans without a cap have unlimited seats.
FAQ
How long is an invite link good for?
7 days. After that, the link stops working — use Resend to issue a new one and reset the clock.
Can a Manager invite another Manager?
No. Only an Owner can invite an Admin / Manager or promote someone to that role. Admin / Managers can invite Sales and Accounting only.
I deactivated someone by mistake — are they gone for good?
No. Deactivation is reversible. Find them in the Active members table (they'll show a Disabled status) and click Reactivate.
Why can't I change my own role?
To prevent locking yourself or the dealership out. Ask another owner to make the change.
A teammate's role changed but they still see the old permissions.
They need to sign out and back in. A role change invalidates their current session, so the new permissions apply on their next login.
Can I invite a brand-new owner?
Not as an invite — new invitations can only be set to Admin / Manager, Sales, or Accounting. To create another owner, invite the person first, then promote them to Owner from the Role dropdown (owners only).
My invite was rejected as a duplicate.
That email is already a teammate (possibly deactivated) or already has an account at another dealership. Reactivate the existing account, or use a different email address.