Team

The Team page is your roster of technicians, office staff, and managers. Team members can be assigned to jobs, tracked on the dispatch board, and referenced throughout ToolbagCRM.

Open Team from the main navigation.

When to use Team

Use Team when you need to:

• See who is on your crew and how to reach them.
• Add a new hire or contractor to the system.
• Check a team member's role and active status.
• Assign people to jobs and visits.

Before you start

• You need an active ToolbagCRM workspace with at least one user seat available.
• Only the Name field is required when adding a team member. Display name, job title, login access, email, and phone can be filled in later.
• Job title describes the person's work, such as Warehouse Lead. It does not grant login permissions.
• Preferred language defaults to English. Choose English or Spanish when adding a member; if you send a login invite, that choice becomes the member's starting language for available translated ToolbagCRM navigation and screens.
• New members are created with Active status by default so they appear in job assignment dropdowns immediately.
• To give a team member a login, you need their Email and must choose Login access. You can use a recommended starting point, an existing role, or No login permissions. Without an email, you can still add them to the roster and assign access later.
• Adding or editing team members requires Team write access plus Full roster Team record scope. Choosing an existing role requires Roles read access; using a recommended starting point requires Roles write access.

The team list

The team list shows every team member with a header displaying the active count and inactive count (if applicable).

Search

Search by name, display name, job title, or email to find a specific team member. The list labels the job-title column Role.

What each row shows

• Name with an avatar using their initials.
• Role column — the UI label for their job title, such as Technician, Service Manager, or Warehouse Lead. It is not their login-access role.
• Email — clickable to send a message.
• Phone — clickable to call.
• Status — green badge for Active, neutral badge for Inactive.

Add a team member

1. Click New Team Member. Use this form for both roster-only members and login invitations; the separate Invite teammate page is not the active invitation workflow yet.
2. Enter the Name (required).
3. Add a Display Name — this is shown on jobs and schedules (optional).
4. Enter a Job title, such as Warehouse Lead (optional). This label describes the person's work and is separate from login access.
5. Choose Login access (optional): a recommended starting point, an existing role, or No login permissions.
6. Add Email and Phone as available (optional).
7. Choose the member's Preferred language: English or Spanish.
8. If you entered an email, leave the login-invite checkbox checked to email an invitation with the selected access. Uncheck it to add the person to the roster without sending an invitation yet.
9. Save the team member.

New members default to Active status. If you sent a login invite successfully, a confirmation banner identifies the email address that received it.

Team member detail view

Click any team member row to open their full profile.

Profile header

• Large avatar with the team member's initials.
• Display name and job title.
• Active or Inactive status badge.
• Contact chips for email and phone.
• A login access indicator: Has login access, Login invite pending, or Login status unavailable. When no login is enabled, administrators can use Send login invite and choose access. A pending invitation can show Retry login invite.
• An Edit button for administrators with Full roster access. It updates the member's name, display name, job title, email, phone, preferred language, and active status without leaving the profile. The Team page itself is also available to Self-scope users, but they see only their own linked employee profile and cannot edit the roster.

Overview tab

Role & Access:

• Job title.
• Login access — Active, Invite pending, Not enabled, or Unavailable.
• Status badge.

Work Summary:

• Jobs assigned count.
• Jobs completed count.
• Hours this week.

Recent Activity:

• Activity appears when the Activity plugin is enabled.

Assigned Jobs tab

Lists all jobs currently assigned to this team member with status and scheduled dates.

Schedule tab

The tab is visible, but its team-member schedule view is still marked as coming in a future update. Use the main Schedule page and its Crew filter for current visits.

Editing a team member's profile

1. Open the team member's detail view and click Edit in the profile header.
2. Update Name (required), Display Name, Job title, Email, Phone, Preferred language, or the Active toggle.
3. Save your changes. The profile header, contact chips, job title, and status update immediately; the preferred language is saved with the member's account. Change login permissions separately under Settings → Team Access.

Work Summary on the Overview tab (Jobs Assigned, Jobs Completed, Hours This Week) reflects each team member's real assigned jobs and clocked time — it is not a static placeholder, so the numbers change as jobs are assigned/completed and as time entries are logged.

Manage login permissions

Use Settings → Team Access to assign each login a role and fine-tune individual feature access. You need Team Management write access to make changes.

1. Find the person and choose their role. The role supplies the default permissions.
2. Select Permissions to open the person's feature list.
3. Review the Base role and each feature's role-level badge before changing an override.
4. Choose None, Read, or Write to override the role for that person.
5. Choose Inherit to remove a per-person override and use the assigned role's permission again.
6. Select Done when the access list is correct.

Per-person overrides take priority over the role. Only an administrator can change another administrator's access. If ToolbagCRM cannot load the current overrides, the permission controls stay unavailable; close the dialog and reopen it before trying again.

Tips

• Use display names so field techs see familiar names on the dispatch board and schedules.
• Keep the active/inactive status current so inactive team members do not appear in assignment dropdowns.
• Set Preferred language before sending a login invite. Members can later switch between English and Spanish from the language control in the application header or under Settings → My Profile; the saved choice follows their account.
• Keep job titles and login access separate: use Job title for the person's work label, then choose least-privilege access for their login.
• Use a recommended starting point when its description matches the person's work, or select an existing role when your business already has a reviewed custom access set.
• Use the profile Edit button to fix an email, update a phone number, or correct a job title without leaving the team member's page.
• Add an email when creating a team member so you can send a login invite immediately, or later from their profile page with Send login invite. Review Login invite pending before retrying so you do not send unnecessary invitations.

Troubleshooting

Team member not appearing in job assignment dropdowns

Check the member's status. Only Active team members appear in assignment dropdowns and on the dispatch board. Open the team member's profile and confirm the status badge shows Active. If it shows Inactive, edit the member and set them back to active.

Search is not finding a team member

The search matches name, display name, job title, and email. If you are using the Active or Inactive status filter, switch to All to make sure the member is not hidden by the current filter. Try searching by a different field — for example, a nickname in the display name rather than the legal name.

"Team member not found" after clicking a link

This usually means the team member was deleted or the link is stale. Go back to the main Team page and search for the person. If they do not appear, they may need to be re-added.

Login permissions seem wrong

Changing the Job title field on the team member editor does not change login permissions. Ask an administrator to review the person's role and any per-person overrides under Settings → Team Access. Role defaults and record scopes are managed under Settings → Roles.

A role change does not save

If ToolbagCRM shows Couldn't update that user's role. Please try again., the new role was not saved. Retry the role selection. If it fails again, confirm you still have Team Management write access and Roles & Permissions read access, then reopen Settings → Team Access before trying again.

Login invite failed

The team member is still added to the roster even if the invite email fails to send. Open their profile and use Retry login invite when the profile shows Login invite pending, or Send login invite when login access is not enabled. Both require an email on file and administrator access to the full roster.

Related articles

• Jobs
• Scheduling
• Customers