Adding Your Team Members

Dubsado provides multi-login access which gives an additional user the ability to view certain parts of your brand. You can customize the level of access by choosing a role for each user.

Multi-users you invite will create their own Dubsado account for free. They will use their own login to access your brand, giving you the flexibility to revoke that access at any time. Never share your Dubsado password with anyone, even temporarily.

If you work with an assistant or other team members in your business, adding them as a multi-user is the most secure way to provide them with access to your Dubsado brand.

You'll need:

• A paid Dubsado plan. Your multi-user does not need a paid account.

• The email address of the team member you'd like to invite. If any team member already has an existing Dubsado account, use the email address associated with their account.

  
  

Invite a multi-user

To invite a multi-user:

1. Go to Settings (gear icon) >> Multi-users.

2. Click Invite New Users. A popup will appear to invite team members.

   

3. In the popup, type in the email address of the person you'd like to invite.

   

4. Select the role you'd like them to have (basic, accountant, or admin). For details on the differences, click here.

5. Click Send Invite.

   
   

Your multi-user will appear with a pending status until the invitation is accepted.

Accept a multi-user invitation

Dubsado will send an email invite to your multi-user from your connected email address. To accept a Dubsado multi-user invitation:

1. Your multi-user will need to sign up for a new Dubsado account or login if they have an existing account.

2. When your multi-user logs in, they will see your brand under Invites. Click on the brand logo to accept the invitation.

   

3. After the invite is accepted, the multi-user role will show under Settings >> Multi-users.

   
   

You can remove a multi-user from your account at any time by going to Settings >> Multi-user and clicking the trashcan icon next to them in the list.

More on Multi-Users

Benefits of adding a multi-user

If you work with an assistant or additional team members in your business, you may benefit from adding them as multi-users to your brand in Dubsado.

By inviting an assistant or team member as a multi-user in your brand, you'll be able to:

• Securely provide access to projects and client profiles in your brand without sharing your login details.
• Restrict access to projects, invoices, contracts, or templates by setting an appropriate user role.
• Allow an assistant or team member to communicate with clients on your behalf, through the email account connected to the brand.
• Enable members of your team to assist with creating templates for forms, canned emails, workflows, and more.
• Remove a multi-user at any time to revoke access to your account, ensuring your data remains secure if you part ways.

Additionally, multi-users can customize their notification preferences and receive an email when you assign a task or project to them.

Adding a multi-user to your brand does not include the following

• Connecting additional email accounts for outgoing emails. Only one email account may be connected per brand. Multi-users will not be able to send messages from their own email accounts in your brand.
• Scheduling with specific multi-users. The Dubsado scheduler only integrates with the brand owner's calendar. You will not be able to create different schedulers for different multi-users, or automatically assign appointments to different multi-users based on their availability.
• Robust task management and internal document collaboration. Dubsado is geared toward communicating with your clients and will not replace other team collaboration tools you may already have in place. While the simplicity of tasks in Dubsado may work well for some teams, others may prefer to use a dedicated platform for task management.

Choose the appropriate level of account access for each of your team members.

Multi-User Roles

Team members can be assigned one of three roles: Basic, Accountant, or Admin.

The role you select determines the level of access your team member has to your workspace.

A user's role is determined on a per-workspace basis. Inside of any Dubsado workspace, your current role is listed in the top left corner, underneath the workspace's name.

Limitations for all team members

No matter which role you select, team members cannot access or change your:

• Login settings
• Billing
• Notification settings
• Affiliate dashboard
• Connected calendar

Basic

On the main Projects page, Basic team members only have access to assigned projects and tasks. Basic team members cannot create new projects.

Basic team members will not have access to the brand-wide inbox or settings. They will only see calendar events associated with projects or tasks to which they have been assigned.

Under Contacts, Basic team members can only view contacts whose projects they are assigned to.

Default capabilities

By default, Basic team members can perform the following actions inside an assigned project:

• Change the project title and date
• Archive or unarchive the project
• Add project tags
• Change the project status
• Update client and project fields
• Activate the client portal and set or change the portal password
• Send emails, including email templates, to the client
• View, edit, copy, remove, and send forms that have already been added to the project
• View or change existing appointments and send new scheduling requests not using a scheduler template
• View flows that have already been added to the project
• Add, edit, and complete tasks
• Add and edit project notes
• View the project activity log

Optional permissions

When adding or editing a Basic team member, you can grant additional permissions to expand their access:

Contracts: enables access to view, edit, and send the contract on assigned projects.

Invoices: enables access to the Invoicing tab inside assigned projects, allowing the team member to view, create, edit, and send invoices to the client.

Templates: enables access to add email templates, contracts, forms, and flows to a project. Basic team members can edit these items after adding them to a project, but their edits will not affect the original templates.This permission does not grant access to scheduler templates.

Accountant

Accountant team members have view-only access to specific financial areas of your account—they are unable to make any edits.

An Accountant will have access to only two main areas: the Home page and Invoicing.

On the Home page, Accountants will only see the Finance Reports widget and the Invoices widget.

Within the main Invoicing page, Accountants will only see the Invoices tab and the Transactions tab. They will not have access to recurring invoices, time tracking, packages, discounts, payment plans, payment settings, or invoice appearance.

Admin

An Admin team member will have access to almost everything in your account, including all of your projects, reporting, and templates.

There are some limitations for Admin team members:

• Admin team members will not have access to Settings → Billing for your brand.
• Team members (including Admins) cannot see each other's connected calendars. An Admin may connect a calendar to their account, but only the brand owner's calendar will interact with the scheduler. The scheduler does not currently support scheduling with multiple team members.
• Team members (including Admins) cannot connect their own email accounts to the brand. Only one email account may be connected per brand.

Managing your team members

To add, edit, or remove team members, head to Settings → Team members.

You can add up to three team members for free. From the Team members area, you can invite new members, change existing team members' roles and permissions, or remove team members from your brand.

Groups

Groups allow you to organize team members for efficient bulk assignment of tasks and projects. Instead of assigning items to team members one at a time, you can assign to an entire group at once.

To create and manage groups, head to Settings → Team members.

FAQ

Can I change a team member's role after inviting them to my account?

Yes. Head to Settings → Team members and click the three dots on the right side of their entry in the list. Then, click Edit member. You'll be able to choose a different role or adjust their current permissions.

How do notifications work with team members and their roles?

Each team member can control their own notification settings for each brand they have access to. Team members will only have control over notifications appropriate to their role and will not receive notifications for areas of Dubsado that their role does not give them access to.

Can each team member have their own email address connected for sending and receiving emails through Dubsado?

No. Only one email account may be connected per brand. Team members will not be able to send messages from their own email accounts in your brand, but they will be able to see replies from clients while inside Dubsado.

Can each team member connect their own calendar to Dubsado for scheduling?

While each team member can connect their own calendar account to Dubsado, the Dubsado scheduler only integrates with the brand owner's calendar. You will not be able to create different schedulers for different team members, or automatically assign appointments to different team members based on their availability. Team members cannot see each other's calendars.

How do I assign projects or tasks to a team member?

Team members can be manually assigned to projects or tasks by adding that team member as an assignee within a project.

You can also automatically assign projects to a team member by configuring a lead capture form's settings. With a team member selected in the Team member setting of the form, new projects created by the form will automatically be assigned to your chosen team member(s).

How do I assign projects or tasks to multiple team members at once?

Use the Groups feature to organize team members into groups. Once a group is created, you can assign projects or tasks to the entire group rather than selecting team members individually. To set up groups, head to Settings → Team members and click the Groups tab.

Will my multi-users need to pay for their own Dubsado accounts?

Nope! All they need is a free account to accept the invitation.

My multi-user can't find where to accept their invitation.

Make sure your multi-user is logged into their Dubsado account. Then, the invitation can be accepted by clicking here.

I sent a multi-user invite and they didn't get an email.

Please read this article for some additional troubleshooting steps.