Team Management

Learn how to invite team members, manage roles, and collaborate within your organization.

Understanding Roles

MyVSSL uses role-based access control with five levels:

Admin > Manager > Technician > Contractor > Viewer

Role Permissions

Role Descriptions

Admin

• Full access to all features
• Can invite and remove team members
• Can change member roles
• First user to create org becomes Admin

Manager

• Manage clients and vessels
• Create and manage quotes
• Manage bookings
• Cannot manage team members

Technician

• Create quotes for services
• Manage parts inventory
• View client information
• Perform service work

Contractor

• Limited access for temporary staff
• Submit work reports
• View assigned bookings
• Cannot view sensitive client data

Viewer

• Read-only access
• View bookings and services
• Cannot create or edit anything
• Ideal for accountants, observers

---

Accessing Team Management

Who Can Access

Only Admins can access team management.

Where to Find It

From the menu, select Team Management (visible only to Admins).

---

Inviting Team Members

Step 1: Start Invitation

Tap Invite Member button.

Step 2: Enter Details

Step 3: Send Invitation

Tap Send Invitation.

What Happens Next

1. An invitation email is sent automatically
2. The invitation appears in your pending list
3. The recipient has 7 days to accept

---

Invitation Flow (Recipient)

Receiving the Invitation

The invitee receives an email with:

• Your organization name
• Their assigned role
• A link to accept

Accepting the Invitation

1. Click the Accept Invitation link
2. Sign up or log in to MyVSSL
3. Accept the invitation in-app
4. Gain access to your organization

If They Already Have an Account

• They can log in and accept
• Their account joins your organization
• They may have access to multiple orgs

If They're New to MyVSSL

• They create an account
• Complete profile setup
• Automatically join your organization

---

Managing Pending Invitations

Viewing Pending Invitations

In Team Management, see:

• Active Members - Current team
• Pending Invitations - Awaiting acceptance

Invitation Status

Resending Invitations

If an invitation expired:

1. Select the expired invitation
2. Tap Resend
3. A new invitation is sent

Cancelling Invitations

To cancel a pending invitation:

1. Select the invitation
2. Tap Cancel
3. Confirm cancellation

---

Managing Team Members

Viewing Team

Team Management shows all members with:

• Name and email
• Role
• Status (active/inactive)
• Join date

Changing Roles

To change a member's role:

1. Select the team member
2. Tap Edit Role
3. Select new role
4. Confirm change

Note: Only Admins can change roles.

Removing Team Members

To remove someone from your organization:

1. Select the team member
2. Tap Remove
3. Confirm removal

The user:

• Loses access immediately
• Can no longer view organization data
• Their work history remains

---

Multiple Organizations

How It Works

A user can belong to multiple organizations:

• Each org has separate role assignment
• User switches between orgs in the menu
• Data is completely separate

Switching Organizations

If a user has multiple orgs:

1. Open the menu
2. Select the organization dropdown
3. Choose another organization

---

Team Collaboration

Assigning Work

Managers and Admins can:

• Assign bookings to technicians
• Set team member schedules
• Track work completion

Visibility

Team members see data based on their role:

• Viewers see overview only
• Technicians see assigned work
• Managers see all clients and bookings

---

Best Practices

For Admins

1. Assign appropriate roles - Don't over-grant access
2. Review team regularly - Remove inactive members
3. Use contractors for temps - Limited access is safer
4. Monitor invitations - Follow up on pending invites

For Teams

1. Use work emails - Professional communication
2. Update profiles - Keep contact info current
3. Communicate - Coordinate on bookings
4. Follow workflows - Use the system consistently

---

Troubleshooting

Invitation Not Received

• Check spam/junk folders
• Verify the email address
• Resend the invitation
• Try a different email

Can't Accept Invitation

• Invitation may have expired (7 days)
• Ask Admin to resend
• Ensure you're using the invited email

Lost Access

• Contact your organization Admin
• They can re-invite you
• Previous data remains intact

Role Too Restrictive

• Contact your Admin
• Explain what you need to access
• Admin can adjust your role