Administration

Manage Your Team & Roles

Learn how to add users, assign roles, configure resource planning, and manage team capacity.

6 min read

Overview

SalesBob uses a role-based access system with four distinct roles. Each role has specific permissions that control what users can see and do within the CRM.

  • Four roles: Admin, Sales Manager, Sales Rep, and Project Member
  • Invite users via email with automatic account setup
  • Resource roles and capacity planning for projects

Estimated time: 5-10 minutes to set up your team.

Before You Begin

  • You need Admin access to manage users and roles.
  • Check your plan's user limit — each plan allows a specific number of team members.
  • Plan your team structure — decide which role each person needs before inviting them.
  • Prepare email addresses for all team members you want to invite.
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Step 1: Understand the Roles

Familiarize yourself with the four roles available in SalesBob:

  1. 1 Admin — full access to all features, settings, and user management. Can see all data across the organization.
  2. 2 Sales Manager — can view and manage all deals, customers, and team members' activities. Cannot access system settings.
  3. 3 Sales Rep — can manage their own deals and customers. Can only see data assigned to them.
  4. 4 Project Member — limited to project-related features. Can log time and view assigned projects.
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Step 2: Invite Team Members

Add new users to your SalesBob account:

  1. 1 Go to Settings → Users in the main navigation.
  2. 2 Click Add User and enter the user's name, email address, and select a role.
  3. 3 The user will receive an invitation email with a link to set up their password and log in.
  4. 4 You can track pending invitations and resend them if needed.
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Step 3: Configure Resource Roles

Set up resource roles for project planning and time tracking:

  1. 1 Go to Settings → Resource Roles to create roles like "Developer", "Designer", or "Consultant".
  2. 2 Set an hourly rate for each resource role — used for project cost calculations.
  3. 3 Assign resource roles to team members so they can be allocated to projects.
  4. 4 Resource roles are separate from user roles — a Sales Rep can also have a "Consultant" resource role for project work.
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Step 4: Set Team Capacity

Configure weekly capacity for resource planning:

  1. 1 Go to Settings → Team Members to manage capacity settings.
  2. 2 Set the weekly hours available for each team member (e.g., 40 hours for full-time, 20 for part-time).
  3. 3 The Resource Forecast uses these values to show capacity vs. demand by role.
  4. 4 The Team Calendar displays a weekly utilization grid so you can spot over- or under-allocated team members.
  5. 5 The Team Gantt view provides a timeline of project assignments across your team.
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Step 5: Manage Users Over Time

Ongoing user management tasks:

  1. 1 Edit a user's role from the user detail page — changes take effect immediately.
  2. 2 Deactivate users who leave the team — their data is preserved but they can no longer log in.
  3. 3 Reassign deals, customers, and projects to other team members before deactivating a user.
  4. 4 Monitor your plan limits — upgrade your plan if you need more user seats.
  5. 5 Review the activity log to track user actions and maintain an audit trail.

Tips & Best Practices

  • Start with minimal permissions — assign the least privileged role that still allows the user to do their job. You can always upgrade later.
  • Use Sales Manager wisely — this role can see all data. Only assign it to people who need full visibility across the team.
  • Set accurate capacity — realistic weekly hours improve resource forecasting and prevent over-allocation.
  • Deactivate, don't delete — deactivating users preserves their history and data. Deleting is permanent.
  • Review roles quarterly — as your team grows, periodically review who has which role to maintain proper access control.

Role Permission Reference

The table below summarizes the access level for each role in SalesBob.

Role Access Level
Admin Full access to all features, settings, users, and data. Can manage billing and integrations.
Sales Manager View and manage all deals, customers, and activities. Can manage team pipelines and reports.
Sales Rep Manage own deals and customers. Can only see data assigned to them.
Project Member Access to assigned projects only. Can log time entries and view project details.

Need Help?

If you need assistance managing your team, our support team is happy to help. Reach out via the contact page and we'll guide you through the process.

Contact Support

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