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, Runs the shop day to day: jobs, dispatch, customers, invoices, reports, inventory, and the team. Cannot touch billing, delete the account, set up the business phone line, or change the owner-only settings (Shop Info, Branding, Invoices, Notifications, and what techs can see). 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 job list and sensitive customer data (key codes, bittings, safes). Can complete jobs, send the invoice for the job they finished, and run the card reader. Cannot start a new job, open the Inventory page, open the Team page, or 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. Open Team in the left menu.
2. Tap "Invite Member".
3. Enter their full name and email address. Add their cell phone if you want them to get the invite by text as well.
4. Pick a role from the six options above (Owner is reserved for the shop owner and can't be assigned to invitees).
5. Tap Send Invitation.

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

On the Team page in the left menu, tap Manage on a member's card. From there 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.
• Remove a member, the red button next to Deactivate. This takes them off your team for good. Use Deactivate instead if there is any chance they come back, because deactivating keeps everything and can be undone.

Permission Quick Reference

On the Team page, tap Roles & Permissions in the side menu. You get a table of what each role can and can't do across jobs, customers, invoices, reports, and settings. Scroll it sideways to compare, and read the plain-English description of each role underneath. If you're not sure which role to assign, pick the one whose checkmarks match what you want this person to do.

Owner Privacy Controls

The seven roles set what each person can do. To control how much of your shop's history a tech can see (full history, the last 30 days, or just the job they are on right now), open the Team page and tap What Techs See in the side menu. Only the owner sees that section. The default for new shops is "Current job only." See the Owner Privacy Controls article for what each mode hides and reveals.