The Team module helps you manage staff, assign roles, and coordinate your property management team.
The Team page shows all members in your organization with their roles and status.
Click My Team in the sidebar. You'll see:
- Total Members — Everyone on your team
- Active — Members who have accepted invitations
- Pending Invites — Members awaiting invitation acceptance
Each card displays:
- Profile photo or initials
- Name and role badge (color-coded)
- Email and phone
- Status (Active, Pending, Inactive)
| Color |
Role |
| Purple |
Admin |
| Indigo |
Supervisor |
| Blue |
Manager |
| Green |
Service Associate |
| Gray |
Read Only |
¶ Search and Filter
- Search bar: Find members by name or email
- Role filter: Show only members with a specific role
Add new staff by sending email invitations. They receive setup instructions and join your team.
- Navigate to My Team
- Click Invite Member in the top right
- Enter First Name and Last Name
- Enter Email (this becomes their login)
- Enter Phone Number (optional)
- Select a Role from the dropdown
- Click Send Invitation
Note: Account creation takes 15-30 seconds. Don't close the dialog during this time.
- Email Sent — Invitation goes to the new member
- Account Setup — They click the link to create their password
- Status Changes — "Pending" becomes "Active"
- Access Granted — They can log in with their assigned role
- Start new users with a lower role and upgrade later
- Follow up if status stays "Pending" for several days
- Check spam folders for missing invitations
Adjust access levels as responsibilities change without removing and re-adding members.
- Navigate to My Team
- Find the team member
- Click the three-dot menu on their card
- Select Edit Role
- Choose the new role from the dropdown
- Click Update Role
| Role |
Description |
| Admin |
Full system access including company settings and billing |
| Supervisor |
Oversee operations, manage team activities |
| Manager |
Manage properties, appointments, and team |
| Service Associate |
Complete assigned services and submit reports |
| Read Only |
View-only access, cannot modify anything |
- Super User (system-level, not assignable)
- Admin (highest assignable)
- Manager
- Supervisor
- Service Associate
- Read Only (lowest access)
- Immediate effect — Permissions change instantly
- No logout required — User keeps their session
- Data preserved — Records created remain intact
- You cannot change your own role
- You cannot demote someone with higher access than yours
¶ Understanding Permissions
HostHive uses role-based access control (RBAC). Each role has predefined permissions.
- Full: View, Create, Edit, Delete
- View: Read access only
- None: No access
| Feature |
Admin |
Manager |
Supervisor |
Service Associate |
Read Only |
| Properties |
Full |
Full |
Full |
Full |
View |
| Appointments |
Full |
Full |
Full |
Full |
View |
| Team |
Full |
Full |
Full |
Full |
View |
| Finance |
Full |
Full |
Full |
Full |
View |
| Settings |
Full |
Full |
Full |
Full |
View |
| Reports |
Full |
Full |
Full |
Full |
View |
Admin — Business owners, office administrators
- Manage all team members and roles
- Configure company settings and integrations
- Access financial data and billing
- Full audit log access
Manager — Operations managers, property managers
- Create and manage properties
- Schedule and assign appointments
- Manage team assignments
- Access reports and analytics
Supervisor — Field supervisors, team leads
- View and manage appointments
- Review service reports
- Manage inventory and tasks
- Communicate with team
Service Associate — Cleaners, maintenance staff
- View assigned appointments
- Submit service completion reports
- Access property information for jobs
- Update task status
Read Only — Trainees, external reviewers
- View properties and bookings
- View reports and documents
- Cannot create, edit, or delete
- Users only access data within their company
- Deleting a user doesn't delete their created data
- Role changes take effect immediately
- Activity is logged for auditing
Remove access when someone leaves your organization.
- Navigate to My Team
- Find the team member
- Click the three-dot menu
- Select Remove
- Review the confirmation dialog
- Click Delete to proceed
Immediately:
- Access revoked — Can no longer log in
- Sessions ended — Active sessions terminated
- Card removed — Disappears from team list
Data Preserved:
- Appointments they were assigned to remain
- Service reports they submitted are kept
- Comments and notes preserved
- Their name appears in "created by" fields
Downgrade to Read Only — If they need limited access:
- Can view but not modify
- Useful for transitioning employees
Removal is permanent — To restore access, you must re-invite them.
Cause: Email in spam or incorrect address
Solution: Check spam folder, verify email in team list, re-invite if wrong
Cause: Your role lacks permission
Solution: Contact an Admin to make the change
Cause: Browser cache issue
Solution: Ask user to refresh or log out and back in
Cause: Network issue or user has special protections
Solution: Refresh and retry, ensure another Admin exists if removing last Admin
Cause: New role has more restrictions than intended
Solution: Review permissions matrix and upgrade to appropriate role