Team Management

This guide covers how to manage your team in Quotejam: inviting members, assigning roles, and handling common team scenarios.

Inviting Team Members

How to Invite

1. Go to Settings → Team
2. Click Invite Member
3. Enter their email address
4. Select a role (Sales, Manager, Admin)
5. Click Send Invite

The new member receives an email with a link to join your organization.

What They’ll See

When they accept:

1. They create a Quotejam account (or log in if they have one)
2. They’re added to your organization
3. They can immediately access the product catalog and start creating quotes

Pending Invites

Track invites in the Team settings:

• Pending — Invite sent, not yet accepted
• Accepted — Member is active

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Role Permissions

Quick Reference

Action	Sales	Manager	Admin	Owner
Create quotes	Yes	Yes	Yes	Yes
View own quotes	Yes	Yes	Yes	Yes
View team quotes	—	Yes	Yes	Yes
View all org quotes	—	—	Yes	Yes
Approve quotes	—	Yes	Yes	Yes
View cost prices	—	—	Yes	Yes
Manage products	—	—	Yes	Yes
Manage customers	Own only	Team	All	All
View Projects page	—	Yes	Yes	Yes
Invite team members	—	—	Yes	Yes
Organization settings	—	—	Yes	Yes
Billing settings	—	—	Yes	Yes

Choosing the Right Role

Sales — For individual contributors:

• Sales reps
• Account managers

Manager — For team leads:

• Regional managers
• Branch managers
• Sales team leads

Admin — For system administrators:

• Operations managers
• IT administrators

Owner — The account creator:

• Full access, cannot be removed from the organization

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Managing Existing Members

Changing Roles

To change someone’s role:

1. Go to Settings → Team
2. Find the member
3. Click the role dropdown
4. Select the new role
5. Confirm the change

Changes take effect immediately.

Removing Members

To remove someone from your organization:

1. Go to Settings → Team
2. Find the member
3. Click Remove
4. Confirm

What happens to their data:

• Quotes they created remain in the system
• Customer relationships can be reassigned to other team members

Handling Departures

When a team member leaves:

1. Remove access immediately — Remove them from your organization
2. Reassign customers — Transfer customer ownership as needed
3. Review approvals — If they were an approver, update workflow rules

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Common Scenarios

Adding a New Sales Rep

1. Invite them with Sales role
2. Orient them to the product catalog
3. Assign customers — Transfer from departing rep or assign new ones
4. Monitor first quotes — Review for quality and pricing accuracy

Promoting to Manager

1. Change their role from Sales to Manager
2. Assign to approval workflows if needed
3. Brief them on approval responsibilities

Temporary Coverage

When someone is on vacation:

1. Manager covers — Managers can view and edit team quotes
2. Admin backup — Admins can handle any quote
3. Don’t remove access — Just ensure coverage is arranged

Multi-Location Teams

If you have multiple locations:

1. Use Managers by location — Each branch has a Manager
2. Managers approve local quotes — Set up per-manager approval rules
3. Admins oversee all — Organization-wide visibility

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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 people with Admin or Owner role at all times

Review Quarterly

Every quarter, review your team:

• Remove inactive members
• Verify roles are still appropriate
• Update approval workflows as team changes

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Troubleshooting

”Invite not received”

1. Check spam/junk folder
2. Verify email address is correct
3. Resend the invite

”Can’t see team quotes”

• Verify the user has Manager or Admin role
• Sales users can only see their own quotes

”Can’t approve quotes”

• Only Manager, Admin, and Owner can approve
• Check if the user is the designated approver for that workflow rule

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Pro Tier Features

Some team features require Pro:

Feature	Free	Pro
Team members	1	Unlimited
Approval workflows	—	Yes
Role-based access	—	Yes

Upgrade to Pro to unlock full team functionality.