Invite and manage staff members

Summary

This article explains how to invite new staff members to your Torqueflow organisation and manage their status. You send an invitation email, assign a role, and can later edit details or deactivate staff you no longer need. Staff are never deleted - they are deactivated to preserve historical data.

Prerequisites

• You are signed in as an Owner or Manager.
• You have the settings.staff.invite permission (Owners and Managers have this by default).

Steps

Inviting a new staff member

1. Go to Settings > Staff Management from the main menu.
2. Click the Invite Staff Member button in the top right.
3. In the dialog that opens, enter the staff member’s Email Address.
4. Select a Role from the dropdown. Options are:
   • Manager - can manage staff and settings.
   • Service Advisor - handles customers and work orders.
   • Technician - works on vehicles.
5. Click Send Invitation.
6. The staff member receives an invitation email with a link to set their password and access the system.

Viewing staff members

The staff table shows the following columns:

• Name - the staff member’s name.
• Email - their email address.
• Role - their assigned role (displayed as a badge). If a custom role is assigned, that name shows instead of the default role.
• Capabilities - shows a “Technician” badge if the staff member can work as a technician.
• Status - either Active (green) or Inactive (grey).
• Joined - the date they were added.
• Actions - Edit and activate/deactivate buttons (visible to Owners and Managers).

Use the Show inactive staff toggle at the top of the table to show or hide deactivated members. The toggle shows a count of inactive staff.

Editing a staff member

1. Click the Edit button next to the staff member’s row.
2. Update their name, role, or other settings in the dialog.
3. Save your changes.

Deactivating a staff member

1. Click the deactivate icon (person with minus) next to the staff member’s row. This is only available to Owners.
2. A confirmation dialog appears explaining that the staff member will no longer be able to sign in and will not appear in assignment dropdowns.
3. Click Deactivate to confirm.

Reactivating a staff member

1. Make sure the Show inactive staff toggle is on so you can see inactive members.
2. Click the activate icon (person with plus) next to the inactive staff member’s row.
3. Confirm in the dialog. The staff member can sign in again.

Expected Outcome

• The invited staff member receives an email and can set their password to access Torqueflow.
• They appear in the staff table with an Active status.
• Deactivated staff show as Inactive and cannot sign in, but their historical data is preserved.

Troubleshooting

Problem	Cause	Fix
”This email is already registered in your organization”	The email address already has a profile in your organisation.	Check the staff table, including inactive members, for the existing entry.
”This email is already registered with another organization”	The email is used by a different Torqueflow garage. Each email can only belong to one organisation.	The staff member needs to use a different email address.
”Permission denied”	Your role does not have the required capability.	Ask an Owner to send the invitation instead.
Staff member says they did not receive the email	The email went to spam, or the address was incorrect.	Ask an Owner to click the Edit button on the staff member’s row and use the password reset option, which re-sends the invitation for users who have not yet signed in.
Cannot deactivate a staff member	Only Owners can deactivate staff. Owner accounts cannot be deactivated. You also cannot deactivate yourself.	Sign in as the Owner to deactivate other staff members.

Permissions

• Invite staff: requires settings.staff.invite capability.
• View staff list: requires settings.staff.manage capability.
• Edit staff details: requires settings.staff.manage capability.
• Deactivate/activate staff: requires settings.staff.toggle_active capability (Owners only).
• Reset password/re-invite: requires settings.staff.reset_password capability.