WRAPTORHelp & Docs

Team — add your people and control who sees what

Who it's for

Team is for the owner or manager who runs the shop: the person adding installers and designers, deciding who can see billing or settings, and keeping the staff list current as people come and go. By default, only the Manager role can open this screen — it's the control room for everyone else's access.

Where it fits

Team is part of your shop setup, but you'll come back to it whenever staffing changes. It's the source of truth for two things the rest of Wraptor relies on: who works here (so you can assign them to jobs and schedule them) and what each role is allowed to do (so the right screens show up for the right people). See workflow-map.md for the lifecycle and personas.md for the standard roles.

Overview

The Team screen has two tabs:

  • Members — everyone on your staff, with their role, contact info, and how many jobs they're assigned to. Add, edit, deactivate, or remove people here.
  • Roles — your roles (Manager, Designer, Production, Installer to start, plus any you create) and a Permission Matrix where you click cells to grant or remove access to each part of Wraptor.

A key idea: a team member isn't always a login. You can add an installer just to assign them to jobs and schedule them, without giving them an account. Members who can reach sensitive areas (billing, settings, or team management) must have an email so they can actually sign in. Each member shows a small status: a green dot means they've signed in ("connected"), "Pending signup" means they're added but haven't logged in yet, and "Deactivated" means they're switched off.

Screens & navigation

Open Team from the dashboard navigation (Business group). At the top you'll see a quick count — "X active · Y connected" — and an Add Member button.

Members tab A list (table on desktop, cards on mobile) of every staff member: avatar/initials, name, role badge, email and phone, and a job-assignment count. Each row has an actions menu to edit, activate/deactivate, or delete. A colored dot on the avatar shows whether they've connected a login.

Roles tab Two sections:

  • Role editor — create a new role or edit an existing one's name, color, and icon.
  • Permission Matrix — a grid with each area of Wraptor down the side (Jobs, Customers, Billing, Calendar, Inventory, Files, Vehicles, Reports, Team, Settings, AI, Messaging, Proofs, Daily Ops, Colors, Fleet, Studio, Dashboard) and your roles across the top. Click any cell to turn that permission on (green check) or off. Changes save instantly.

Capabilities

Manage your staff

  • Add members with a name, role, and optional email/phone.
  • Edit a member's details or change their role.
  • Deactivate someone (reversible) or delete them (permanent).
  • See how many jobs each person is assigned to.

Control access with roles

  • Start with four built-in roles: Manager, Designer, Production, Installer.
  • Create custom roles with their own color and permission set.
  • Flip any permission on or off per role in the matrix — access updates the next time that person loads a page.

Track who's logged in

  • See at a glance who has connected an account ("connected") versus who's still "Pending signup."

Step-by-step tasks

  1. Add a team member

    1. Open Team → Members and click Add Member.
    2. Enter their name and pick a role. Add an email and phone if you have them.
    3. If the role can reach Billing, Settings, or Team, an email is required (they need it to log in). Save.
    4. They'll show as "Pending signup" until they sign in with that email — then the dot turns green.

  2. Add an installer you only schedule (no login)

    1. Add the member with a name and the Installer role; leave email blank.
    2. They'll appear in job-assignment and scheduling lists without an account.

  3. Create a custom role

    1. Go to Team → Roles and use the role editor to add a role (name, color, icon).
    2. In the Permission Matrix, click the cells in that role's column to grant exactly the areas it should access.

  4. Adjust what a role can do

    1. On the Roles tab, find the permission row (e.g., Reports) and the role's column.
    2. Click the cell to toggle it. The change is immediate — members in that role gain or lose the screen on their next page load.

  5. Remove someone who left

    1. Prefer Deactivate (in the row's actions) — it's reversible and keeps their history.
    2. To delete permanently, use Delete; this also removes their job assignments and chat history. You'll see a note of how many assignments were cleared.

Settings & permissions

Who can use it Team is gated by the Team permission, which by default only the Manager role has. Designers, Production, and Installers can't open the Team screen. If you want someone else (say, an office admin) to manage staff, grant them a role that includes the Team permission — but be careful, since that lets them change everyone's access.

Seats and your plan Adding members counts against your plan's seat limit. If you hit the cap, you'll be told you've reached the limit when trying to add someone — deactivating an unused member frees a seat, or you can upgrade your plan. Editing and role changes aren't limited.

Tips & common pitfalls

  • Deactivate is safer than delete. Deactivating keeps the person's job history and lets you switch them back on. Deleting is permanent and strips their assignments, notes, and direct messages.
  • Don't lock yourself out. Only Managers can open Team. If you delete or deactivate your only Manager, no one can manage staff or roles anymore — keep at least one active Manager.
  • Email is required for sensitive roles. Anyone who can reach Billing, Settings, or Team needs an email to sign in; Wraptor will ask for it when you pick such a role.
  • "Pending signup" is normal. A new member stays pending until they actually log in with their email — that's when the green "connected" dot appears.
  • Permission changes are live. Toggling a matrix cell takes effect on the member's next page load — no need to re-add them.
  • Built-in roles can't be deleted, and you can't delete a role that still has people in it — reassign those members first.
  • Onboarding — your first Manager and shop are set up here; add the rest of the team afterward.
  • Settings — the other Manager-only configuration area.
  • Plans — your seat limit and how to raise it.
  • Jobs — assign team members to jobs (installers appear there).
  • Calendar — schedule team members for installs.
  • Messages — team chat; removing a member updates channels.
  • Workflow map · Personas