Team Management
Add team members, assign roles, and manage permissions in your organization.
This guide covers how to manage your team in WellQuote: inviting members, assigning roles, and handling common team scenarios.
Inviting Team Members
How to Invite
- Go to Settings → Team
- Click Invite Member
- Enter their email address
- Select a role (Sales, Manager, or Admin)
- Click Send Invite
The new member receives an email with a link to join your organization.
What They’ll See
When they accept:
- They create a WellQuote account (or log in if they have one)
- They’re added to your organization
- They can immediately access the product catalog and create quotes
Pending Invites
Track invites in the Team settings:
- Pending — Invite sent, not yet accepted
- Accepted — Member is active
- Expired — Invite not accepted within 7 days (resend if needed)
Role Permissions
Quick Reference
| Action | Sales | Manager | Admin |
|---|---|---|---|
| Create quotes | ✓ | ✓ | ✓ |
| View own quotes | ✓ | ✓ | ✓ |
| View team quotes | — | ✓ | ✓ |
| View all org quotes | — | — | ✓ |
| Approve quotes | — | ✓ | ✓ |
| Manage products | — | — | ✓ |
| Manage customers | Own only | Team | All |
| Invite team members | — | — | ✓ |
| Organization settings | — | — | ✓ |
| Billing settings | — | — | ✓ |
Choosing the Right Role
Sales — For individual contributors:
- Sales reps
- Account managers
- Inside sales
Manager — For team leads:
- Regional managers
- Branch managers
- Sales team leads
Admin — For system owners:
- Business owners
- Operations managers
- IT administrators
Managing Existing Members
Changing Roles
To change someone’s role:
- Go to Settings → Team
- Find the member
- Click the role dropdown
- Select the new role
- Confirm the change
Changes take effect immediately.
Removing Members
To remove someone from your organization:
- Go to Settings → Team
- Find the member
- Click Remove
- Confirm
What happens to their data:
- Quotes they created remain in the system
- Quotes are reassigned to an Admin
- Customer relationships transfer to appropriate team members
Handling Departures
When a team member leaves:
- Remove access immediately — Remove them from your organization
- Reassign quotes — Transfer pending quotes to their replacement
- Update customers — Reassign customer ownership as needed
- Review approvals — If they were an approver, update workflow rules
Common Scenarios
Adding a New Sales Rep
- Invite them with Sales role
- Orient them to the product catalog
- Assign customers transfer from departing rep or create new
- Monitor first quotes for training purposes
Promoting to Manager
- Change their role from Sales to Manager
- Assign to approval workflows if needed
- Brief them on approval responsibilities
- Update team so they know who approves their quotes
Temporary Coverage
When someone is on vacation:
- Manager covers — Managers can view and edit team quotes
- Admin backup — Admins can handle any quote
- Don’t remove access — Just ensure coverage is arranged
Multi-Location Teams
If you have multiple locations:
- Use Managers by location — Each branch has a Manager
- Managers approve local quotes — Set up per-manager approval rules
- Admins oversee all — Organization-wide visibility
Best Practices
Principle of Least Privilege
Give people the minimum role they need:
- Start with Sales
- Promote to Manager only when needed
- Keep Admin count low (2-3 max)
Always Have Multiple Admins
Never have just one Admin:
- What if they’re unavailable?
- What if they leave suddenly?
- Have at least 2 Admins at all times
Review Quarterly
Every quarter, review your team:
- Remove inactive members
- Verify roles are still appropriate
- Update approval workflows as team changes
Document Your Structure
Keep a simple record of:
- Who has what role
- Who approves what
- Who’s backup for whom
Troubleshooting
”Invite not received”
- Check spam/junk folder
- Verify email address is correct
- Resend the invite
- Try a different email if problems persist
”Can’t see team quotes”
- Verify the user has Manager or Admin role
- Sales users can only see their own quotes
- Check if quotes are in a different organization
”Can’t approve quotes”
- Only Manager and Admin can approve
- Check if the user is the designated approver for that rule
- Verify approval workflows are configured correctly
Pro Tier Features
Some team features require Pro:
| Feature | Free | Pro |
|---|---|---|
| Team members | 1 | Unlimited |
| Approval workflows | — | ✓ |
| Role-based access | — | ✓ |
| Team activity reports | — | ✓ |
Upgrade to Pro to unlock full team functionality.