Add your team & roles

Bring your team into BriteBase and give each person a role — a job that decides what they can see and do. Invite your office staff, your salespeople, and your install crews, and everyone gets just the parts of BriteBase they need.

In this guide, you'll:

• Find your team in one place
• Learn what each role is for
• Invite teammates — one at a time or in a batch
• Change roles and manage people as your team changes through the season

Before you begin

Only owners and admins can manage the team. You'll do all of it on your Users page — open Settings → Users. (If you're still going through first-time setup, the Team step on your setup checklist takes you to the same place.)

Inviting your team is optional during setup — it won't hold up your first quote — but it's the fastest way to get everyone working in BriteBase.

Find your team

Your Users page lists everyone in your company, with their name, role, status, and last login. Search by name or email, or filter by role or status to find someone quickly.

Every teammate shows one of three statuses:

• Active — they can log in and use BriteBase.
• Pending — they've been invited but haven't set up their account yet.
• Inactive — their access has been turned off (you can turn it back on anytime).

Meet the roles

BriteBase has six roles. Give each teammate the one that matches their job — they'll see the parts of BriteBase they need and nothing more.

• Owner — Full control of your BriteBase account, including company settings. Usually the business owner. A few sensitive actions, like removing a teammate or making someone else an owner, are owner-only.
• Admin — Full day-to-day control alongside the owner: manage the team, settings, clients, quotes, scheduling, and installs.
• Office Staff — Runs the back office — clients, quotes, scheduling, work orders, and invoices.
• Salesperson — Builds and manages their own quotes, proposals, and sales appointments.
• Crew Lead — Runs an install crew in the field and manages their crew's schedule and jobs.
• Installer — A field team member who carries out installs and updates job progress from the work assigned to them.

A detailed guide to exactly what each role can see and do is coming soon.

Invite a teammate

To add one person:

1. On your Users page, select Invite User.
2. Enter the teammate's email address.
3. Choose their role.
4. Select Send Invitation.

They'll appear in your team list as Pending and receive an email with a link to set their password and join. Once they accept, they turn Active automatically.

If that email already belongs to someone on your team, BriteBase tells you instead of sending a second invite.

Invite several people at once

Onboarding a whole crew or a season's worth of salespeople? Invite them in one batch:

1. On your Users page, select Bulk Invite.
2. Paste your teammates' email addresses, one per line.
3. Pick the role they'll all share.
4. Select Preview to check the cleaned-up list — BriteBase removes duplicates for you — then select Send Invitations.

Everyone gets their own invitation email, and you'll see the result for each person so you know which invites went out.

Change someone's role

When a teammate is promoted or moves to a different job — say an installer becomes a crew lead — update their role so their access keeps up:

1. On your Users page, find the person and open the actions menu (⋯) on their row.
2. Select Change Role.
3. Pick the new role and select Save Role.

Their access updates right away — no need to re-invite them. A few guardrails keep your company safe: you can't change your own role here, admins can't change an owner's role, and your company must always have at least one owner.

Manage your team over time

Teams change between seasons. Everything below starts from the actions menu (⋯) on a person's row in your Users page.

Resend an invitation

If a Pending teammate didn't get their invite or it expired, open their actions menu and select Resend Invitation to send a fresh link.

Deactivate a teammate

When someone leaves, select Deactivate and confirm. They can no longer log in, but all of their past work stays in BriteBase. To turn off several people at once, select their rows and choose Deactivate Selected.

Reactivate a teammate

Bringing a seasonal teammate back? Filter your list to Inactive, open their actions menu, and select Reactivate to restore their access. (If they never finished their original invite, they'll get a fresh invitation email instead.)

See a teammate's details

Select anyone's row to open their profile — contact details, role, status, last login, and a feed of their recent activity in BriteBase. It's the quickest way to check what someone's been working on before you change their role or deactivate them.

Remove someone permanently

Removing a teammate fully detaches them from your company — use it for someone added by mistake, not for a teammate who's simply left. It's owner-only, and before you confirm, BriteBase shows you what happens to any records they own. For most situations, Deactivate is the safer choice because it preserves history.

You're all set

Your team is in BriteBase and everyone has the right role. Next: set up the services you sell so they're ready to drop into a quote. (Guide coming soon.)