SME System supports team collaboration. Invite colleagues, assign roles, and control who can see and do what within your organisation.
Personal vs Team Accounts
Personal Account
When you first sign up, you get a personal account. This is a private workspace where:
- You are the only member
- All data belongs to you
- You can start using CRM, Contacts, Products, and Quotes immediately
Team Account
When you're ready to collaborate, create or switch to a team account:
- Multiple members can access the same data
- Each member has a role (Admin or Member)
- All data is scoped to the organisation
- Row-Level Security ensures complete data isolation between organisations
Switching Between Accounts
- Click your profile icon in the top right
- Click Switch Account
- Select the account you want to use
- The dashboard updates to show that account's data
Inviting Team Members
How to Invite
- Go to Settings → Members
- Click Invite Member
- Enter the colleague's email address
- Select a role:
- Admin: Full access including settings and billing
- Member: Access to CRM, Contacts, Products, and Sales
- Click Send Invite
Your colleague will receive an email with a link to join your organisation. If they don't already have an SME System account, they'll be prompted to create one.
Invitation Status
Track invitations under Settings → Members:
- Pending: Invitation sent, not yet accepted
- Active: Member has joined and is active
- Expired: Invitation link has expired (after 7 days)
To resend an expired invitation, click Resend next to the pending member.
Roles and Permissions
Admin Role
Admins have full access to the organisation:
- View and manage all contacts, leads, products, and quotes
- Invite and remove team members
- Change member roles
- Manage billing and subscription
- Configure organisation settings
- Export and delete data
Member Role
Members have access to day-to-day operations:
- View and manage contacts
- View and manage CRM leads
- View and manage products
- Create and manage quotes
- View reports and dashboard
Members cannot:
- Access billing or subscription settings
- Invite or remove team members
- Change organisation settings
- Delete the organisation account
Changing Roles
- Go to Settings → Members
- Find the member whose role you want to change
- Click the role dropdown
- Select the new role
- The change takes effect immediately
Removing Team Members
How to Remove
- Go to Settings → Members
- Find the member you want to remove
- Click Remove
- Confirm the removal
What Happens When a Member is Removed
- They lose access to the organisation immediately
- Their data (contacts, leads, quotes they created) remains in the organisation
- They can no longer sign in to your team account
- If they have a personal account, they can still access that
Best Practices
Onboarding New Members
- Invite early: Send invitations before the member needs access
- Assign the right role: Start with Member role, upgrade to Admin only if needed
- Guide them: Point new members to the Getting Started guide
- Review access: Periodically check who has access and remove inactive members
Security
- Principle of least privilege: Give members the minimum role they need
- Regular reviews: Check your member list monthly
- Remove promptly: Remove members who leave your organisation immediately
- Audit trail: All actions are logged to your organisation
Troubleshooting
Invitation Not Received
If a team member doesn't receive their invitation:
- Ask them to check their spam folder
- Verify the email address is correct
- Try resending the invitation
- Ensure their email provider isn't blocking emails from smesystem.co.uk
Can't See Team Data
If a member can't see the organisation's data:
- Ensure they're using the same email address as the invitation
- Check they've switched to the team account (not their personal account)
- Verify their role includes access to the relevant module
- Confirm they've accepted the invitation
Next Steps
