> ## Documentation Index
> Fetch the complete documentation index at: https://www.carstoragesoftware.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Manage team permissions
> Invite staff, choose the right access level, review permissions, and remove access when someone no longer needs it.
Team settings control who can sign in to your facility dashboard and what each person is allowed to do.
Use this guide when you need to invite a new teammate, adjust a staff member's permissions, review notification preferences, assign locations, or remove someone who should no longer have access.
## What you will accomplish
* Set the **default dashboard layout** new staff see on first sign-in.
* Invite teammates with the right areas turned on—not full admin by default.
* Review and update **Permissions** when someone's job changes.
* Choose which **Notifications** each person receives.
* Remove access the same day someone leaves your company.
*The **Team** table lists each staff member and pending invites. After someone accepts an invite, you can adjust permissions and notifications on their row.*
## Before you start
* Confirm the teammate's correct email address. The invite is sent to this address.
* Decide what work the teammate needs to do, such as cars, customers, events, billing, reports, or settings.
* Know whether the teammate should be an admin. Admins can access sensitive areas.
* If your facility has multiple locations, know which locations the teammate should see.
* Review [Security settings](/docs/settings/review-security-settings) before giving admin access.
## Open Team settings
Go to [Settings > Team](https://www.carstoragesoftware.com/dashboard/settings/team).
The page title is **Team**. The page has two main areas: **Default dashboard layout** at the top, then the **Team** table below it.
## Set the default dashboard layout for new staff
**Default dashboard layout** controls what a teammate sees on the [Dashboard](https://www.carstoragesoftware.com/dashboard) home screen when they first sign in—before they personalize their own layout.
*Choose which dashboard cards new staff see first. This does not change your own dashboard—only the starting layout for teammates.*
Go to [Settings > Team](https://www.carstoragesoftware.com/dashboard/settings/team).
**Expected result:** You see **Default dashboard layout** above the staff table.
Review the list of dashboard sections (for example upcoming events, cars needing attention, or inbox summaries).
Turn on the cards that help a typical staff member start their day. Turn off cards they do not need.
**Why this matters:** A simpler dashboard reduces overwhelm for new hires. You can always let experienced staff customize their own view later.
Some changes save automatically. If you see **Save**, click it before leaving the page.
**Expected result:** The next teammate who signs in sees this layout on their dashboard home screen.
**This is not the same as permissions**
**Default dashboard layout** only changes which dashboard widgets appear. It does **not** control whether someone can open Cars, Schedule, or Payments. Use **Permissions** in the table below for access to each area.
## Invite a teammate
In [Settings > Team](https://www.carstoragesoftware.com/dashboard/settings/team), click **Add User** near the top of the page.
A window titled **Invite Team Member** opens.
In **Email Address**, type the teammate's work email carefully. This is where the sign-in link is sent.
A typo means the teammate will not receive the invite.
Use **Invite as team admin** only if they truly need to manage sensitive setup areas, billing, team access, or other facility-wide settings.
For most staff, leave this off and choose specific permissions instead.
When admin is off, review **Permissions for this team**. Turn on only the areas they need, such as **Customers**, **Cars**, **Schedule**, or **Payments**.
Use **Select all** or **Clear all** if you want a quick starting point, then remove what they do not need.
Click the button to send the invite. The teammate receives an email link they can use to sign in and finish setup.
*The Add User button opens Invite Team Member. Most staff should get specific permissions instead of full admin access.*
### Expected result
The teammate appears in the Team table. If they have not accepted yet, they may appear as a pending invite.
**Pending invites look different**
A teammate who has not finished sign-in may show **Pending** in the **Last Sign In** column and **—** in **Notifications**. That is normal. Once they accept the email link, their row updates and you can fine-tune permissions.
**Tell the teammate to expect the email**
A quick message like "I just sent your Car Storage Software invite" helps the teammate find the email and reduces confusion.
## Resend or cancel a pending invite
On [Settings > Team](https://www.carstoragesoftware.com/dashboard/settings/team), look for the teammate in the table. Pending invites may show **Pending** in the **Last Sign In** column.
In the **Actions** column on that row, click the menu button (often three dots **⋯** or a **More** icon).
Choose **Resend invite** if they did not receive the email.
**Expected result:** A fresh sign-in link is sent to the same email address.
From the same **Actions** menu, choose **Remove** (or **Delete invite**) if you typed the wrong email.
Then click **Add User** again and send a new invite with the correct address.
**Why this matters:** A typo in the email field is the most common invite problem. Removing the bad row keeps your Team table easy to read.
## Choose safe permissions
Permissions decide which parts of the app a teammate can use. Start with the access they need for their job. You can always add more later.
On [Settings > Team](https://www.carstoragesoftware.com/dashboard/settings/team), find the teammate's row.
In the **Permissions** column, click the button for that teammate. It may show **Full Access**, a count such as **8/12**, or **Admin**.
A window titled **Manage Permissions** opens.
Check or uncheck each area the teammate should use.
For example:
* Front desk staff may need **Customers**, **Cars**, **Schedule**, **Inbox**, and **AI Assistant**.
* Billing staff may need **Payments** and **Reports**.
* Detail staff may need **Cars**, **Events**, and parking tools.
* Owners or general managers may need **Admin** turned on instead of picking each box.
Click **Save** in the window. Ask the teammate to refresh their dashboard if they are already signed in.
**Expected result:** The button in the table updates to match the access you chose. For example, it may show **4/10** when four areas are turned on.
*The **Manage Permissions** window lists each part of the dashboard. Turn on only what this teammate needs for their job.*
**Admin vs custom permissions**
**Admin** means full access plus the ability to manage team settings. If someone only needs day-to-day work, use custom permissions instead of making them an admin.
**AI Assistant permission**
**AI Assistant** controls the **[AI Assistant](https://www.carstoragesoftware.com/agent)** page and **[Settings > AI Agent](https://www.carstoragesoftware.com/dashboard/settings/ai-agent)** for iMessage setup and team memory. Staff who only use a linked iMessage group may not need web access—admins still need this permission to connect the group. See [Connect iMessage to the AI Assistant](/docs/ai-assistant/connect-imessage-to-the-ai-assistant).
### Expected result
The teammate can use the dashboard areas needed for their job and cannot access areas they should not use.
## Review notification preferences
Notification preferences control which **event types** send email or push alerts to a teammate—for example when a **Vehicle Drop Off** is scheduled or when a **Dealer Service** is completed.
These are **personal** settings per staff member—not the same as facility-wide alerts on [Settings > Communications](https://www.carstoragesoftware.com/dashboard/settings/communications).
In the Team table on [Settings > Team](https://www.carstoragesoftware.com/dashboard/settings/team), look at the **Notifications** column for that teammate.
Click the button in that column. It shows a bell icon and a count such as **8/12** (eight alert types on out of twelve available) or **All** when every type is enabled.
**Expected result:** A window titled **Manage Notifications** (or similar) opens with on/off controls for each alert type.
At the top of the window, **Select All** turns on every event type. **Select None** turns them all off.
Most teams start with **Select None**, then turn on only what that person needs.
**Why this matters:** A billing clerk does not need every shop-floor alert, and a technician does not need every payment notice.
Each row is an event type your facility uses (for example **Internal Service** or **Vehicle Pick Up**).
Turn a row **on** when this teammate should get an alert for that kind of work. Leave it **off** when they do not need it.
Rows marked **Inactive** are event types turned off in [Settings > Events & schedule](https://www.carstoragesoftware.com/dashboard/settings/events)—you can ignore them or reactivate the event type later.
Click **Save Changes** at the bottom of the window.
**Expected result:** The count in the **Notifications** column updates (for example **4/12**). The teammate receives alerts only for the types you left checked.
*The **Notification Preferences** window lists each event type. Turn on only the alerts this teammate can act on—start with **Select None**, then check what they need.*
**Facility-wide defaults live under Communications**
Default alert rules for the whole facility are in [Settings > Communications](https://www.carstoragesoftware.com/dashboard/settings/communications) under **Notification Preferences & Alerts**. Per-person settings on the **Team** page override those defaults for each staff member.
**Pending invites have no notifications yet**
A teammate who has not accepted their invite may show **—** in the **Notifications** column. Wait until they finish sign-in, then set notifications on their row.
**Facility alerts vs personal notifications**
**Settings > Communications** controls which *types* of events can email your team (new registrations, payments received, and similar). **Settings > Team** controls *which people* receive each type. Set up both when you hire front desk and billing staff.
## Assign locations, if your team uses multiple locations
If your facility has multiple locations, you may be able to choose which locations a teammate can access.
In [Settings > Team](https://www.carstoragesoftware.com/dashboard/settings/team), look for the **Assigned Locations** column.
Select only the facilities, warehouses, or sites this teammate should work with.
Save the location assignment.
## Remove access for someone who left
Remove dashboard access as soon as a teammate leaves your company or no longer needs the app.
Open [Settings > Team](https://www.carstoragesoftware.com/dashboard/settings/team) and find the teammate's row.
In the **Actions** column, click the menu button on that row.
Choose **Remove from team** or **Remove access** (the exact words may vary slightly).
**Why this matters:** Removing access stops sign-in immediately. Past notes, messages, and schedule history stay on customer and car records for your team.
Read the confirmation message carefully, then confirm.
**Expected result:** The person no longer appears in the Team table (or shows as removed). They cannot open the staff dashboard on their next sign-in attempt.
## What success looks like
* Every current employee has their **own** login—no shared passwords.
* Front desk, billing, and shop staff can open the areas they need—and nothing sensitive they do not.
* Only trusted owners or managers have **Admin** access.
* Former employees are removed from the Team table the same day they leave.
* Notification counts in the **Notifications** column match each person's real job.
## Permission examples
**Owner or general manager:** usually needs admin access, billing, reports, settings, team, customers, cars, and events.
**Front desk or concierge:** usually needs customers, cars, schedule, events, inbox, and customer portal support.
**Billing team:** usually needs payments, invoices, quotes, customers, products, and reports.
**Technician, detailer, or lot staff:** usually needs cars, events, sessions, photos, and parking information.
These are examples, not rules. Match access to the person's real job.
## Troubleshooting
**The teammate did not receive the invite**
Check the email address for typos. Ask the teammate to check spam or junk folders. If the invite expired, resend it from [Settings > Team](https://www.carstoragesoftware.com/dashboard/settings/team).
**The teammate cannot see a page they need**
Open [Settings > Team](https://www.carstoragesoftware.com/dashboard/settings/team), find the teammate, and review **Permissions**. If your team uses multiple locations, also check **Assigned Locations**.
**The teammate can see too much**
Reduce their permissions right away. If they have admin access and do not need it, remove admin access.
**I do not see Actions or permission controls**
Your own account may not have permission to manage the team. Ask a team admin to make the change.
## What to do next
After staff access is ready, ask admins and managers to review [Security settings](/docs/settings/review-security-settings) and add passkeys when possible.
## Related topics
- [Manage your profile and alerts](/docs/settings/manage-your-profile-and-alerts.md)
- [Review security settings](/docs/settings/review-security-settings.md)
- [Ask about billing, contracts, and alerts](/docs/ai-assistant/ask-about-billing-contracts-and-alerts.md)
- [Who can use the AI Assistant](/docs/ai-assistant/who-can-use-the-ai-assistant.md)
- [Settings overview](/docs/settings/overview.md)
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