Team Management

Complete guide to managing your team, members, and organization. Learn how to invite members, assign roles, manage permissions, and build a collaborative travel agency team.

10 minutes
Intermediate

Team Management

Learn how to effectively manage your team, handle members, and maintain your organization. This guide covers all aspects of team management in LeadsFollow.

Overview

Team management includes:

  • Inviting and removing members
  • Managing roles and permissions
  • Monitoring team activity
  • Organizing your team structure

Accessing Team Management

Team Page

  1. Click "Team" in the sidebar
  2. Or navigate to /dashboard/team
  3. View all team members and invitations

What You'll See

  • Active Members - Current team members
  • Pending Invitations - Sent but not accepted
  • Member Details - Roles, status, activity
  • Management Actions - Invite, remove, change roles

Inviting Team Members

Step 1: Click Invite

  1. Go to Team page
  2. Click "Invite Member" button
  3. Invitation form appears

Step 2: Enter Details

  1. Email Address - Enter team member's email
  2. Role - Select appropriate role:
    • Owner (full access)
    • Admin (management access)
    • Agent (limited access)

Step 3: Send Invitation

  1. Review details
  2. Click "Send Invitation"
  3. Invitation sent via email
  4. Appears in pending invitations

Invitation Status

Pending:

  • Invitation sent
  • Waiting for acceptance
  • Can resend if needed
  • Can cancel invitation

Accepted:

  • Member joined team
  • Appears in active members
  • Can start using system
  • Has assigned role permissions

Expired:

  • Invitation expired (usually 7 days)
  • Need to send new invitation
  • Old invitation no longer valid

Managing Active Members

Viewing Member Details

Click on any team member to see:

  • Name and email address
  • Current role
  • Last login date
  • Account status
  • Activity summary

Changing Roles

  1. Find team member
  2. Click on member or menu
  3. Select "Change Role"
  4. Choose new role:
    • Owner
    • Admin
    • Agent
  5. Confirm change

Important:

  • Only owners/admins can change roles
  • Owner cannot be changed by others
  • Role changes take effect immediately
  • User may see different features

Removing Members

  1. Find team member
  2. Click menu (three dots)
  3. Select "Remove from Team"
  4. Confirm removal
  5. Member loses access immediately

Note:

  • Owner cannot be removed
  • Removing doesn't delete their data
  • Can re-invite later if needed
  • They can't access organization anymore

Resending Invitations

If invitation wasn't received:

  1. Go to Team page
  2. Find pending invitation
  3. Click "Resend Invitation"
  4. New email sent
  5. Expiration timer resets

Team Activity Monitoring

Viewing Activity

On Team page, you can see:

  • Last Login - When each member last accessed
  • Active Status - Currently active or inactive
  • Lead Count - How many leads assigned
  • Recent Activity - What they've been doing

Activity Reports

  • See team engagement
  • Identify inactive members
  • Track team productivity
  • Monitor usage

Organization Settings

Organization Details

Access via Settings → Organization:

  • Organization name
  • Description
  • Timezone
  • Preferences

Team Settings

Configure team-wide settings:

  • Default role for new members
  • Invitation expiration
  • Team visibility options
  • Collaboration features

Best Practices

1. Start Small

  • Begin with essential team members
  • Add more as needed
  • Don't over-invite initially
  • Give time for team to adjust

2. Role Management

  • Start with Agent role
  • Promote as needed
  • Don't give Admin unless necessary
  • Only one Owner per organization

3. Regular Cleanup

  • Remove inactive members
  • Cancel pending invitations
  • Review roles periodically
  • Keep team current

4. Communication

  • Let people know to expect invitation
  • Explain their role and permissions
  • Provide training/resources
  • Set expectations clearly

5. Security

  • Verify email addresses
  • Don't share account credentials
  • Remove members who leave
  • Review access regularly

Common Scenarios

Adding Your First Team Member

  1. Go to Team page
  2. Click "Invite Member"
  3. Enter their email
  4. Choose Agent role (start conservative)
  5. Send invitation
  6. Follow up when they join

Promoting to Admin

  1. Team member needs more access
  2. Go to Team page
  3. Find their name
  4. Change role to Admin
  5. Explain new permissions
  6. They can now manage team

Removing Inactive Member

  1. Identify inactive member
  2. Go to Team page
  3. Find their name
  4. Click remove
  5. Confirm removal
  6. They lose access

Handling Departures

  1. Remove from team immediately
  2. Reassign their leads
  3. Transfer any important data
  4. Update any shared resources
  5. Cancel pending invitations

Team Structure Examples

Solo Agent

  • You: Owner
  • Team Members: None
  • Structure: Simple, just you

Small Team (2-3)

  • You: Owner
  • Teammate: Agent or Admin
  • Structure: Simple collaboration

Growing Team (4-10)

  • You: Owner
  • Managers: Admin (1-2)
  • Team: Agent (remaining)
  • Structure: Hierarchical

Large Team (10+)

  • You: Owner
  • Managers: Admin (2-3)
  • Team Leads: Admin (2-3)
  • Agents: Agent (remaining)
  • Structure: Multi-level

Troubleshooting

Invitation Not Received

  • Check spam/junk folder
  • Verify email address is correct
  • Resend invitation
  • Check email isn't blocked
  • Try different email if needed

Can't Remove Member

  • Only owners/admins can remove
  • Owner cannot be removed
  • Check your role/permissions
  • Contact support if needed

Role Change Not Working

  • Verify you have permissions
  • Refresh the page
  • Check if member is active
  • Try again or contact support

Member Can't Access

  • Verify invitation was accepted
  • Check their role permissions
  • Ensure they're using correct account
  • Verify organization access
  • Contact support if needed

Related Guides

Next: Learn about roles and permissions →

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