Your team lives under Settings. Adding someone is two decisions: who they are, and what they are allowed to see.
Adding someone is not the same as inviting them
When you create a user you choose whether to send the invitation now or later, and the difference matters:
- Created and invited: they get an email, set a password, and can sign in.
- Created but not invited: the record exists and you can assign them to projects, but they cannot sign in until an invitation goes out.
The second is useful when you are setting up a company before anyone starts, or adding a hire who begins next month. Nothing about them is live until the invitation is sent, and you can send it from their user page whenever you are ready.
If someone says they never got the email, resend it. Resending issues a fresh link rather than re-sending the old one.
Roles decide what they see
Every user has a role, and the role carries the permissions. Rather than checking dozens of boxes per person, you define a role once (Estimator, Project Manager, Bookkeeper, whatever matches how your company actually splits work) and assign people to it.
Permissions are grouped by area, and a role granted admin over an area gets everything in that area. Giving someone admin over bills means you do not also have to grant "approve bills", "edit bills" and the rest one at a time.
Two things to know when you design your roles:
Roles are company-wide. If someone should see costs on one job and not another, that is a project assignment question, not a role question.
Decide financial visibility deliberately. Choose who should see vendor pricing, margins and client invoices. It is much easier to widen a role later than to explain why a site supervisor saw the markup.
Assigning people to projects
A role says what someone can do; a project assignment says where. Add team members to a job from the project's Team page, which is also where vendor and client access is managed.
Someone with no project assignments can sign in and see very little. That is the intended starting point; widen it as they take on work.
What to set up first
- Create the roles that match how your company splits work.
- Add your people and assign each a role.
- Send invitations to whoever is starting now.
- Assign them to live projects from each project's Team page.
See project management for how assignments flow through the rest of a job, and setting up your building company for the steps that come before this one.