DocumentationTeam & AccessStaff Management

Team & Access Control

Staff Management

Manage your team with role-based permissions. Add staff members, assign roles, and control access to sensitive business data with granular permission settings.

10 minutes

Owner Access Only

Access Staff Management

Navigate to the staff management section (Owner role only).

Go to Settings → Staff Management from main menu
View staff dashboard with total, active, and inactive staff counts
See complete list of all team members
Access permission management controls
Note: Only OWNER role can access this section

Add New Staff Member

Create a new staff account with appropriate role and permissions.

Click 'Add Staff' button in top right
Fill in name, email, and contact information
Select role: Manager, Sales, Accountant, or Staff
Set custom permissions for the role
Choose account status (Active/Inactive)
Staff receives email invitation to set password
They can log in with their credentials

Configure Permissions

Set granular permissions to control what each staff member can do.

Manage Cars: Add, edit, delete vehicles
View Sensitive Data: Access financial details, profit margins
Manage Expenses: Track and record business expenses
Manage Reports: Generate and export business reports
Manage Dealers: Add and manage dealer contacts
Manage Staff: Add/edit team members (usually only Owner)
Each permission can be toggled on/off individually

Manage Staff Accounts

Edit staff details, update permissions, or deactivate accounts.

Click on any staff member row to edit details
Update name, email, phone number
Change role assignment
Modify permission settings
Toggle Active/Inactive status
Deactivate accounts instead of deleting for record keeping
Reactivate accounts when staff returns

Monitor Access & Activity

Track staff actions and review access logs for security.

View all staff members and their current status
Check activity logs to see who made what changes
Review sensitive data access history
Monitor login attempts and sessions
Ensure proper separation of duties
Audit permissions regularly for security

Staff Roles

Owner

Full system access with all permissions

Default Permissions:

All permissions

Staff management

Sensitive data access

System settings

Manager

Manages daily operations and team

Default Permissions:

Manage cars

View reports

Manage dealers

View sensitive data

Sales

Handles customer inquiries and sales

Default Permissions:

Add/edit cars

Manage inquiries

View available cars

Basic reports

Accountant

Manages financial records and expenses

Default Permissions:

Manage expenses

View financial reports

Export data

View sensitive data

Staff

Basic access for general team members

Default Permissions:

View cars

Limited edit access

Basic data entry

Available Permissions

Vehicle Management

MANAGE_CARS

Add, edit, and delete vehicles

VIEW_CARS

View vehicle inventory

Financial

MANAGE_EXPENSES

Track and manage business expenses

VIEW_SENSITIVE_DATA

Access profit margins, costs, and financial details

MANAGE_REPORTS

Generate and export business reports

CRM & Operations

MANAGE_DEALERS

Add and manage dealer contacts

MANAGE_INQUIRIES

Handle customer inquiries and leads

MANAGE_ACTIVITIES

View and manage activity logs

Administration

MANAGE_STAFF

Add/edit staff members and permissions (Owner only)

SYSTEM_SETTINGS

Configure system-wide settings

Security Best Practices

Follow principle of least privilege - give minimum access needed
Review permissions quarterly and revoke unnecessary access
Deactivate accounts immediately when staff leaves
Use role-based permissions instead of individual customizations
Monitor sensitive data access regularly
Require strong passwords for all staff accounts
Enable two-factor authentication if available
Train staff on data privacy and security policies
Keep audit logs for compliance and security reviews
Separate financial access from operational access

Sample Permission Matrix

Permission	Owner	Manager	Sales	Accountant	Staff
Manage Cars	✅	✅	✅	❌	❌
View Sensitive Data	✅	✅	❌	✅	❌
Manage Expenses	✅	✅	❌	✅	❌
Manage Staff	✅	❌	❌	❌	❌
Manage Reports	✅	✅	❌	✅	❌

💡 This is a typical setup - you can customize permissions for each role as needed

Staff Management

Access Staff Management

Add New Staff Member

Configure Permissions

Manage Staff Accounts

Monitor Access & Activity

Staff Roles

Owner

Manager

Sales

Accountant

Staff

Available Permissions

Vehicle Management

Financial

CRM & Operations

Administration

Security Best Practices

Sample Permission Matrix

Related Documentation

Activity Logs

Account Setup

Admin Flows

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