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Team & Permissions, roles & invites

Web Team & Permissions page showing seat usage, Add user button, and member role and permission list

What is this?

Section titled “What is this?”

Team & Permissions (/admin/team) lets you add manager sign-ins to your organization, assign roles, control whether a manager can see all shared organization notes or only the notes they wrote themselves, and link a manager’s login to their own employee roster record so no one can ever see coaching notes written about themselves.

When would I use it?

Section titled “When would I use it?”
  • Adding another manager, shift lead, corporate trainer, or HR administrator to your workspace.
  • Restricting a shift lead so they only see the coaching notes they personally recorded (Only their own coaching notes).
  • Linking a promoted shift lead or manager to their employee record in My People so any coaching notes their supervisor writes about them remain permanently hidden from their login.
  • Sending a quick manager invite code or link from the iPhone app.

Where is it?

Section titled “Where is it?”
  • Web Management Dashboard: Click Team & Permissions in the left sidebar (/admin/team).
  • iPhone app: Open Settings → Invite a manager to generate a shareable invite link/code.

How do I use it?

Section titled “How do I use it?”

Add a user and set permissions on the web

Section titled “Add a user and set permissions on the web”
  1. Open Team & Permissions (/admin/team) and click + Add user.
  2. Enter the user’s Email and Display name.
  3. Configure their role and permissions:
    • Role:
      • Admin (manager) — Full access to roster, locations, settings, Note Types, company guidance, and team administration.
      • Corporate trainer (corporate_trainer) — Organization-wide read/write access and guidance/Note Types configuration, with no fixed home site.
      • Observer (observer) — Reads the roster and writes coaching notes only; cannot alter workspace settings, Note Types, or company guidance.
    • Only their own coaching notes: Toggle On (notesVisibility = own) if this user should only see notes they personally recorded and nothing written by anyone else. Toggle Off (notesVisibility = all) if they may read records shared with the organization.
    • Daily coaching digest emails: Toggle On or Off to control whether this user receives the evening coaching summary email.
    • Link to their employee record: If this user is also an employee on your roster, select their name from the dropdown. Any coaching notes written about that employee record are permanently hidden from their account.
  4. Click Add user.
  5. Copy the generated Email and one-time Password immediately (the password is shown only once) and hand it to the new user so they can sign in and change their password.

Edit or remove a team member

Section titled “Edit or remove a team member”
  • Click the Pencil icon on any member row in Team & Permissions to change their role, note visibility, digest setting, or linked employee record. Changes take effect on their next page load.
  • Click the Trash icon to remove a member from the organization. They lose access to the group immediately, while the coaching notes they wrote stay in the organization’s record.

Invite a manager from the iPhone app

Section titled “Invite a manager from the iPhone app”
  1. In the Docu-Coach™ iPhone app, open the Settings tab and tap Invite a manager (visible to manager/admin accounts).
  2. Optional: Link the invite to an active employee record on your roster so the invitee cannot see coaching notes about themselves.
  3. Tap to generate the server-issued invite code/link (with expiration), then use ShareLink or Copy Link to send it.
  4. The recipient taps Have an invite code? on the iPhone Welcome screen (or opens the link) to join.

iPhone onboarding screen for entering a manager invite code

What happens after I do it?

Section titled “What happens after I do it?”
  • Seat usage (used of limit managers) updates at the top of Team & Permissions.
  • Organization Row-Level Security (RLS) enforces role boundaries, own-notes-only visibility, and linked-employee self-note hiding across the web app, iPhone app, and Ask Docu-Coach.

Permissions, plans, and platform limitations

Section titled “Permissions, plans, and platform limitations”
  • Seats by plan:
    • Free: 1 manager seat.
    • Manager: 1 manager seat included; add extra managers for $4.98/month each (up to 10 extra seats).
    • Teams: 10 manager accounts included; add extra managers beyond 10 for $5/month each (up to 40 extra seats).
  • Full Team & Permissions administration in the sidebar is included with the Teams plan (clicking Team & Permissions on non-Teams plans opens /billing where you can upgrade or add manager seats).

What can go wrong?

Section titled “What can go wrong?”
  • Seat limit reached when adding a user: Click Add a manager in Team & Permissions (or go to /billing#seats) to add a manager seat, or remove an inactive member first.
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