Manage Your Team

Add Your Crew

If you have employees — techs in the field, a dispatcher on the phones, a bookkeeper handling the money — KeyBolt brings them into the system with role-based access. Everyone works from the same data, but permissions are scoped so each person sees only what their job requires. Sensitive customer data (key codes, bittings, safe combinations) and shop financials are hidden from roles that don't need them.

The Seven Roles

Pick the role that matches what someone actually does. Each role inherits a fixed set of permissions — you can't customize them per person, but the roles below cover almost every shop layout.

• Owner — Full access. The only role that can manage billing, change the subscription, and delete the account. Reserved for shop owners and business partners.
• Manager — Everything an owner can do except billing and account deletion. Use for a co-owner or general manager you trust with day-to-day shop operations but not the bank.
• Dispatcher — Schedules and dispatches jobs, manages customers (including key codes for lockouts), sends invoices, records payments, runs reports. The "office" role for a shop with a separate dispatcher.
• Tech — Works jobs in the field. Sees the full job list, sensitive customer data (key codes, bittings, safes), and inventory. Can complete jobs, send the invoice for the job they finished, and run the card reader. Cannot see the invoices list, reports, or void/adjust invoices — no shop-wide financial visibility.
• Bookkeeper — Read-only on operations (sees jobs and customers but can't dispatch or edit). Full access to invoices, payments, credit memos, reports, and QuickBooks exports. Does not see key codes or safe combinations — accountants don't need them.
• Front Desk — The intake role. Creates customers and jobs, sends invoices, records cash/check payments at the desk, runs the card reader. Cannot see key codes, void invoices, issue credit memos, or run shop reports.
• Viewer — Read-only access to jobs, customers (basic info only), and inventory. No financials, no sensitive data, no edits. Use for a trainee shadowing or a stakeholder who just needs visibility.

Inviting a Team Member

1. Go to Settings > Team.
2. Tap "Invite Member".
3. Enter their email address and pick a role from the six options above (Owner is reserved for the shop owner and can't be assigned to invitees).
4. Tap "Send Invite".

The invitee receives an email with a link to create their KeyBolt account. Until they accept the invitation and set their password, they show as "Pending" on your team list. Once they accept, their status updates and they can start working immediately.

Managing Existing Members

From Settings > Team, you can:

• Change roles — promote a Tech to Dispatcher, switch a Dispatcher to Manager, etc. Changes take effect on their next page load.
• Deactivate a member — removes their access without deleting the account. Their historical data (jobs completed, invoices sent, audit log entries) is preserved. Useful when someone leaves.

Permission Quick Reference

The Team page shows a full permission matrix at the bottom — what each role can and can't do across jobs, customers, invoices, reports, and settings. If you're not sure which role to assign, look at the matrix and pick the one whose checkmarks match what you want this person to do.