Team, roles and access

1. Open Team.
2. In Invite someone, type their name and the email they will sign in with. A phone number is optional.
3. Choose a role. See Which role should I give each person?.
4. Press the invite button. The invitation appears under Invitations.
5. They open the email, choose a password, and land in your workspace.

If they cannot find the email, press Resend next to their invitation. An invitation stays open for 14 days.

Each paid plan includes a number of users. When the limit is reached the form says so; existing people keep working. See I have reached my plan's user limit.

Office staff who only need to check in, apply for leave and see their own tasks do not need a team seat. Give them an employee sign-in instead: Team member or employee sign-in?

1. Open Team.
2. Press Access on the person's row (company admins have no Access button: they are never limited).
3. For each area choose:

• No access: the page disappears from their menu and the database refuses its records.
• View only: they can open and read it but not add or change anything.
• Add and edit: they can add and change records there. Deleting still follows their role.

1. Changes save straight away. The person sees them the next time a page loads.

Rules that always apply:

• A Viewer can never be given editing.
• The people areas (employees, attendance, leave, payroll) can be taken away but never given beyond the role: only Admin and Accounts roles reach them.
• Attendance, leave and payroll need Employees to stay at least view only.
• Areas you leave unset follow the role.

Example: a salesperson who should see invoices but not change them: set Invoices to View only.

1. Open Team.
2. On the person's row, open the role drop-down and choose the new role.
3. It saves as soon as you choose. Ask them to reload the page to see their new menu.

Access switches you set before stay in place. To start fresh, open Access and set the areas back.

Make sure at least one other person stays Company Admin before you change your own role, or nobody will be able to manage the team.

1. Open Team.
2. Press Deactivate on their row.

They can no longer open your workspace. Everything they made (quotations, leads, tasks) stays, with their name on it. Only active people count towards your plan's users, so the seat is free for someone else. Press Activate to bring them back.

Also check:

• Leads, tasks and projects still given to them: give them to someone else.
• If they had an employee sign-in too, remove it under People > Employees > key button > Remove sign-in, and mark them as exited.
• Invitations they had not accepted: press Revoke under Invitations.

Open Team, find the invitation under Invitations and press Revoke. Anyone opening the link afterwards sees "This invitation was withdrawn". Invite the right address if needed.

1. Open Team (administrators only).
2. Press Sign-in link beside the person.
3. They open the email on their phone or computer and tap the link, or type the code on the sign-in page.

• Only one such email can go to a person a minute.
• The link goes to their own inbox only: nobody else can use it to sign in as them.
• Staff who sign in with a mobile number have no email. Set a new password for them on their employee record instead.

Company Admin

Everything: every page, settings, team, the plan, payroll. Only admins invite people, change roles, set access switches and make API keys.

Sales

Dashboard, leads, customers, site visits, estimates, quotations, services, tasks, design studio, approvals, selections and documents. Sales does not see invoices, purchases, expenses, reports or the people pages.

Project Manager

Dashboard, customers, projects, tasks, site visits, service schedule, services, quotations, estimates, expenses, vendors, purchase orders, materials, work orders, site reports, wage workers, cameras, design approvals, selections and documents.

Accounts

Dashboard, subscription, customers, quotations, estimates, invoices, expenses, vendors, purchase orders, materials, site reports, wage workers, work orders, reports, services, product and price master, import, documents, and the people pages: employees, attendance, leave and payroll.

Employee (team seat)

Dashboard, tasks, site visits, service schedule, projects, expenses, approvals, selections and documents.

Viewer

Can open everything except the people pages (salaries are private), and cannot add, change or delete anything.

Within these, an administrator can narrow or widen one area for one person with access switches: How do I limit what one person can do?

The help centre shows, on each answer about a page, which roles can open it.

Team member (Setup > Team)

• Signs in with an email address.
• Gets a role (Sales, Project Manager, Accounts, Viewer, Company Admin) and sees the pages that role opens.
• Counts towards your plan's users.

Employee sign-in (People > Employees > key button)

• Signs in on your company's address with their mobile number and a password you set.
• Sees only their own page: check in and out, attendance, leave, salary slips, their tasks, site reports and site visits.
• Does not count towards your plan's users.

Use employee sign-ins for site supervisors, installers, drivers and office staff who do not need customers, quotations or money. Someone can have both if they need both.

Inbecto keeps the person who made each record, and many screens show it:

• Leads, tasks and projects show who they are given to; notifications tell the person when something is put in their name.
• Design approvals and selections record decided by and decision on.
• Product and price rates keep a rate history: every change from the day it was made, so old quotations can always be explained.

A full change-by-change log of every field is not shown in the app. If you need to know who changed something specific, raise a help request with the record and date.

1. On Team, look under Invitations and check the address for typing mistakes. If it is wrong, press Revoke and invite the right address.
2. Press Resend. Ask them to check Spam, Promotions and Updates, and to search for "Lywin".
3. Tell them the email comes from Lywin on behalf of your company.

Invitations stay open for 14 days and each email link works once; an old one says "This invitation link is not active". Press Resend for a fresh one.

If they already have an Inbecto account with that email (for example from another company), they get a sign-in link instead of an invitation, and they join your team when they next sign in on your workspace's address.

"You have reached your plan's user limit" means every seat in your plan is taken. Nothing stops working.

• Free a seat: deactivate people who have left on Team. Only active people count.
• Use employee sign-ins for staff who only check in, apply for leave, see their tasks and file site reports. They do not use a team seat.
• Upgrade: open Subscription to move to a plan with more users.
• Bigger team: raise a help request or contact Lywin for an Enterprise plan.