Team & roles
Invite teammates, assign roles, and control who can see which fields.
Accounts
Everything in the CRM belongs to an account — your organisation's workspace. Contacts, deals, files, forms and settings are all scoped to it, and nothing is ever visible across accounts.
One person can belong to several accounts, with a different role in each, and switch between them without signing out.
Inviting people
Owners can invite teammates from Settings → Team members by entering an email address and choosing a role. If the person is new they will set a password as they accept; if they already have a login they simply join. Invitations can be resent safely.
An account currently supports up to 25 members.
How long an invitation lasts
- An invitation link works for 14 days, for new and existing users alike. The email and the member's page both show the deadline.
- After that the link says it has expired and tells the person to ask an administrator of the workspace to resend it. In the Members list the invitation shows as Invite expired instead of Pending.
- A link opened by someone signed in under a different address says the invitation was sent to another address. A link for a membership that has since been deactivated says it is no longer valid; it does not reactivate it.
- Someone invited to several workspaces has a link for each. The ones they have not joined yet appear in the workspace chooser marked as pending or expired.
The four roles
| Role | Can do |
|---|---|
| Member | Read all contacts and deals, and update them. Create contacts assigned to themselves. See and manage only their own appointments. Take part in conversations they started. Manage their own saved filters. Use SWARECO AI. Cannot delete records or change settings. |
| Admin | Everything a member can, plus full management of contacts, deals, appointments, offerings and email, and all configuration — pipeline stages, custom fields, KPIs, forms, integrations, API keys, AI settings and account settings. Can edit members below admin. |
| Owner | Everything an admin can, plus managing team members and their roles. |
| Account owner | The person the account belongs to. Everything an owner can, plus managing the account itself, including transferring ownership. |
Nobody can promote another person above their own level.
Assigning contacts and deals
Contacts and deals each have an assignee, chosen with the same picker everywhere. Members can create a contact assigned to themselves; assigning a contact or deal to someone else is for admins and above. Someone who is assigned a contact is notified, unless they assigned it to themselves.
If someone's membership ends, the contacts and deals assigned to them stay as they were, but are shown as No one (former member: Name) rather than presenting a person outside the account as the owner. Appointments and notifications skip them and fall back to the account's active members.
Activating and deactivating
Deactivating a member revokes their access on their very next request — they do not keep a working session. Reactivating restores it. Removing someone deletes their membership; the records they created remain.
Field-level permissions
Beyond roles, admins can require a minimum role for specific fields in Settings → Account settings:
- On contacts: email, phone number, address.
- On deals: value, source, description.
- On any custom field, via that field's own minimum role.
Below the required role the field is absent from forms, lists, the filter builder and the activity timeline, and the server will not accept a value for it. The same rule governs what SWARECO AI and connected assistants can read and write. See Security.
Other account settings
- Site title and favicon — white-label the application for your team.
- Navigation tabs — choose which sections your team sees. At least one must stay enabled.
- Default country — used for new contacts' phone numbers.
- Turnstile keys — CAPTCHA protection for public forms.
- AI assistant — switch SWARECO AI on, add your key, set budgets and retention. See AI settings & oversight.