Adding Team Members & Assigning Roles

Guides & Tips
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Your team is the backbone of your operation, and Exoserva makes it easy to bring everyone on board with the right level of access. In this guide, you will learn how to invite team members, assign roles that control what they can see and do, and manage your growing team. Whether you have a crew of two or a workforce of two hundred, role-based access keeps your data secure and your team focused.

:clock1: Estimated time: 10 minutes

Before You Begin

  • An active Exoserva account (see “Creating Your Exoserva Account” guide)
  • You are logged in with an Owner or Admin role
  • Email addresses for the team members you want to invite

Step 1: Navigate to Team Management

Open the Settings hub by clicking the gear icon in the sidebar navigation. In the Organization group, click “Team Management” (represented by a users icon). The Team Management page opens, showing a summary of your team with status counts for Active, Inactive, Invited, and Suspended members.

Step 1: Navigate to Team Management
Step 1: Navigate to Team Management1280×800 121 KB

:bulb: Tip: You can also access Team Management by clicking on your team count in the dashboard if you have the appropriate widget enabled.

Step 2: Click “Invite Team Member”

At the top-right of the Team Management page, click the “Invite Team Member” button. A modal form will appear where you can enter the new team member’s information. The form collects the essential details needed to create their account and send an invitation email.

Step 2: Click "Invite Team Member"
Step 2: Click "Invite Team Member"1280×800 139 KB

:bulb: Tip: You can invite multiple team members one after another. Each invitation is sent individually, so you can customize the role for each person.

Step 3: Enter the Team Member’s Information

Fill in the team member’s name and email address in the invitation form. The name will be used for their display name across the platform, including on job assignments, schedules, and customer-facing communications. The email address is where they will receive their invitation link and where they will log in.

:warning: Warning: Make sure you enter the correct email address. The invitation link is sent to this address and it is also used as their login credential.

Step 4: Select a Role

Choose a role for the new team member from the role dropdown. Exoserva provides several built-in roles with different permission levels: Owner (full access to everything including billing and account deletion), Director (manages operations and team with broad access), Manager (oversees day-to-day work, scheduling, and reporting), Supervisor (manages technicians and job quality), Dispatcher (handles scheduling, job assignment, and routing), and Technician (field worker view focused on assigned jobs and schedules).

:bulb: Tip: When in doubt, start with a more restrictive role. You can always upgrade a team member’s role later without disrupting their work.

Step 5: Understand Permission Levels

Each role comes with a predefined set of permissions that control access to features. Owners and Directors can access all Settings sections including billing, security, and AI configuration. Managers and Supervisors can manage jobs, customers, and schedules but cannot change company-wide settings. Dispatchers focus on scheduling and routing. Technicians have a streamlined view limited to their assigned jobs, schedule, and time tracking.

:bulb: Tip: For a detailed breakdown of exactly what each role can access, visit Settings > Roles & Permissions. There you can view and customize the permissions matrix for each role to fit your organization’s specific needs.

Step 6: Send the Invitation

After filling in the name, email, and role, click the send or confirm button to dispatch the invitation. An email will be sent to the team member with a link to accept the invitation and set up their password. The new member will appear in your team list with an “Invited” status badge shown in amber.

:bulb: Tip: You can filter the team list by status using the status filter buttons at the top. Click “Invited” to quickly see all pending invitations and their status.

Step 7: Team Member Accepts the Invitation

The invited team member receives an email with a link to join your Exoserva workspace. When they click the link, they will be prompted to set their password and complete their profile. Once they sign in for the first time, their status changes from “Invited” to “Active” and they can immediately start using the platform with the permissions you assigned.

:bulb: Tip: If a team member reports not receiving the invitation email, you can resend it. Find them in the team list, and use the resend option from their action menu. Also suggest they check their spam or junk folder.

Step 8: Manage Existing Team Members

The Team Management page shows all members in a table with columns for name, email, roles, and status. You can filter the list by status (All, Active, Inactive, Invited, Suspended) using the filter buttons at the top. Click on a team member to view their details, change their role, or update their status. You can also suspend or deactivate members who have left the team without deleting their historical data.

:bulb: Tip: The Technicians tab in Team Management provides a separate view for field workers, including billing-linked information and performance metrics. Use this tab when managing your field crew specifically.

:warning: Warning: Suspending a team member immediately revokes their access to the platform. Make sure to reassign any open jobs or responsibilities before suspending an account.

What’s Next?

Now that you’ve completed this guide, check out:

Need help? Post in the Tech Support category or contact support@exoserva.com.