Inviting your team
How the invite email works, what each role can reach, and how seats count against your plan.
Full guide: https://docs.printersfriend.com/setup/team-and-roles
Team in the sidebar. Add a name, an email, an optional phone number and one role. You never set a password for someone else.
What the invite does
The new account is created with a random password nobody knows, and the teammate is emailed a link to set their own. That link is valid for 60 minutes. Completing it also verifies their email address, so they land straight in the app.
If the link expires, they can use "Forgot password" on the login page, or you can open their record in Team and press Re-send invite to send a fresh link. There is no delete: accounts are deactivated, never removed.
Roles
One role per person. Roles are feature-level, not per-record.
| Role | Reach |
|---|---|
| Owner | Everything, including billing, integrations and settings. |
| Manager | Everything, same as owner. |
| Sales | Quotes, orders, customers, messages, marketing, assets, reports. Read-only on inventory and invoices. |
| Production | Orders, production, purchasing, inventory. Read-only on assets. |
| Designer | Orders, assets, messages. Read-only on customers, inventory and production. |
| Finance | Invoices and reports. Read-only on orders and customers. |
| Viewer | Wide visibility, no writes anywhere. |
Billing, team management, integrations, settings and pricing are owner and manager only, and the viewer role never sees them at all. That is deliberate: a sales or production login cannot change your Stripe keys, rewrite your pricing rules, or invite another user.
Seats and your plan
Every active teammate is a seat, and inviting one counts against your plan's limit. Hitting the limit stops the invite before anything is written and names the plan that lifts it, rather than silently creating a login that cannot sign in.
Someone leaving
Switch Active off. A deactivated user cannot sign in, and their API tokens stop working immediately, while their name stays attached to the quotes, stage moves and approvals they made. If they had a clock running on the time clock it is stopped at that moment, so no more labour books against the job.
If they still have open orders or open quotes, the form shows a Reassign open work to field before you save. Pick a teammate and every order not yet dispatched where they were the rep, and every draft or sent quote they raised, moves to that person. Leave it blank and the work stays on the leaver's name, shown as "(left)" in the rep field on each order, and you can still edit and save those orders. The same move is available at any time from Reassign open work on their record.
Commission is not touched. Orders that already dispatched keep the leaver as the rep at the rate frozen when they were assigned, so what they earned stays theirs.
Owners
Only an owner can give someone the owner role or take it away. The last active owner cannot be demoted or deactivated, so a workspace is never left with nobody who can open Billing or Team. To deactivate your own account, use Deactivate my account on your record: it asks you to confirm and only proceeds while another active owner remains.
Billing email, Stripe receipts and payment failure notices go to the billing contact, which is the first owner unless you choose another. Open another active owner's record and press Make billing contact to move it. Changing the billing contact's email address updates the Stripe customer in the same step, and any changed address has to be verified again before it is trusted.
Still stuck?
Email hello@printersfriend.com and quote the name of this page. Support is on every plan, with a reply within 1 business day.