SME SystemDocumentation

Team Members and Roles

Learn how to invite team members, manage roles, and control access in SME System.

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

  1. Click your profile icon in the top right
  2. Click Switch Account
  3. Select the account you want to use
  4. The dashboard updates to show that account's data

Inviting Team Members

How to Invite

  1. Go to Settings → Members
  2. Click Invite Member
  3. Enter the colleague's email address
  4. Select a role:
    • Admin: Full access including settings and billing
    • Member: Access to CRM, Contacts, Products, and Sales
  5. 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

  1. Go to Settings → Members
  2. Find the member whose role you want to change
  3. Click the role dropdown
  4. Select the new role
  5. The change takes effect immediately

Removing Team Members

How to Remove

  1. Go to Settings → Members
  2. Find the member you want to remove
  3. Click Remove
  4. 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

  1. Invite early: Send invitations before the member needs access
  2. Assign the right role: Start with Member role, upgrade to Admin only if needed
  3. Guide them: Point new members to the Getting Started guide
  4. 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