“Members” (the owner and admins) shows who works in the account: name and email, role, status, projects and last activity. Below are the “Pending invitations”.
Roles
- Owner — one per account: can do everything, including changing the account's address and transferring ownership.
- Admin — everything except the account's address, transferring ownership and deleting the account. Sees all projects.
- Manager — works with customers, inquiries, orders and occasions in the assigned projects.
- Viewer — only reads the data of the assigned projects.
| What | Owner | Admin | Manager | Viewer |
|---|---|---|---|---|
| See projects | all | all | assigned | assigned |
| Create, archive, delete projects | yes | yes | no | no |
| Customers, recipients, occasions, inquiries, orders — read | yes | yes | in their projects | in their projects |
| … — add and change | yes | yes | in their projects | no |
| Delete customers, orders, inquiries; trash; merging | yes | yes | no | no |
| Calendar: “Contacted”, “Take it” and so on | yes | yes | in their projects | read only |
| Export | yes | yes | if “Can export” | no |
| Import | yes | yes | no | no |
| Members and invitations | yes | managers and viewers | no | no |
| Account settings (name, time zone, currency) | yes | yes | no | no |
| Account address | yes | read only | no | no |
| Custom fields, holidays, templates | yes | yes | no | no |
| Audit log | yes | yes | no | no |
| Transfer ownership | yes | no | no | no |
Customers and orders of projects a manager has no access to do not exist for them: they are not in lists, search or reports, and a direct link opens “page not found”.
Invite a member
- Click “Invite”.
- Enter the “Email” and choose the “Role” (only the ones you can give: an admin invites managers and viewers).
- For a manager or a viewer, tick the “Projects” — at least one.
- For a manager, tick “Can export data” if needed.
- “Email language” — the language of the invitation.
- “Send invitation”.
The person gets an email with a link: it works for 7 days and once. Without a QoCRM login they choose a name and a password; with one they simply log in and join, and the account appears in their switcher.
“Pending invitations” show the email, role and expiry. “Resend” — a new email with a new link (the old one stops working). “Revoke” — the link stops working. At most 30 invitations per hour per account.
The export right
“Can export data” (shown as “Can export” in the table) gives a manager the “Export” button in the customer, order and inquiry lists. Every export is recorded in the audit log.
Edit, disable, enable
- “Edit” — role, projects, the export right. A manager made an admin needs no project assignments: an admin sees everything.
- “Disable” — the member loses access to the account at once, even in open tabs. Role and projects are kept.
- “Enable” — give access back with the same role and projects.
The owner cannot be disabled. A disabled member does not need a new invitation — just enable them.
Transfer ownership
Owner only: “Transfer ownership” → choose an active admin → enter your current password → “Transfer ownership”. They become the owner and you an admin; both get an email. Only the new owner can give ownership back. If there are no admins, make someone an admin first.