Settings · Article 3 of 5
Managing team members and roles
The Users section is where you manage who has access to your Navigator account and what they can do.
Where to find user management
Go to Settings → Users. You'll see a list of all current team members, their roles, and status.
Roles and permissions
| Role level | Typical capabilities |
|---|---|
| Administrator | Full access to all areas including settings, user management, and all records. |
| Standard user | Day-to-day work: customers, suppliers, invoices, tasks, emails. Cannot access most settings or user management. |
If unsure what role a team member should have, check with your team lead.
Inviting a new team member
- Go to Settings → Users.
- Click Invite user.
- Enter email and select role.
- Send the invitation.
The new team member receives an invitation email with a link to set up their access. Until they accept, their status shows as pending.
You cannot create accounts on their behalf — they must complete signup themselves using the invitation link.
Updating a team member's role
- Go to Settings → Users.
- Find the team member and open their record.
- Update role or permissions.
- Save.
Changes take effect immediately (may need a session refresh).
Deactivating a team member
When a team member leaves, deactivate rather than delete. Deactivation removes their login access while preserving all records and assigned tasks.
- Go to Settings → Users.
- Open their record.
- Select Deactivate.
- Confirm.
The account manager field
On each customer's profile, the Account manager field links the customer to a Navigator user. When a team member is deactivated, their customers lose their account manager — update these records after deactivation.
If someone can't log in
- Check their account is active in Settings → Users
- Confirm they're using the correct email — the one the invitation was sent to
- Confirm they've accepted the invitation (not still "pending")
Staff login uses the same email-based login code system as the customer portal. See Customer can't log in.