Business settings

Team: inviting colleagues, roles and deactivation

How to invite a colleague, what each role can and cannot do, what Pending and Inactive mean on the team screen, and what deactivating somebody actually does.

This applies to both workflows

What are the two workflows?

Settings > Team is where you add the people who work with you, give each of them a role, and take them off the team when they leave. Every member signs in with their own email and password; nobody should be sharing the owner login.

Deactivating does not revoke access

A deactivated member can still sign in and use HaulHQ. What deactivating does is take them out of every assignee list, stop jobs being auto-assigned to them, and stop every alert and notification going to them. It does not change their password or end their session. If you are removing somebody with cause, change the password on any shared login and contact support so we can close the account properly.

Inviting a colleague

1Press Invite Member. You need to be the owner or a manager.
2Enter their name, their email address and, for anybody who will be dispatched, their phone. Pick a role: Manager, Dispatcher or Driver. You can change it later.
3Press Send Invitation. They get an email with a link that is good for one hour. The link opens a page where they set their own password and join the team.
4Until they have set a password they show under Pending & Deactivated with a Pending badge. The moment they finish, they move up to the active list.

The link lasts one hour, and Resend is free

If they did not open the email in time, press the Resend button on their row. It sends a fresh link, good for another one hour. If they opened the first link but never finished setting a password, Resend sends them a setup link to finish instead of a new invitation, and the message on screen tells you which one went.

What each role can do

Four roles. The owner can do everything and is the only role that cannot be changed or deactivated from this screen. A manager can do nearly everything the owner can, including refunds, but cannot change roles, cannot deactivate another manager, and cannot reach platform billing or the API key. A dispatcher can create an estimate and run the day, but cannot send one to the customer and cannot touch pricing. A driver sees only the jobs assigned to them and can collect payment on those jobs.

	Owner	Manager	Dispatcher	Driver
See every job	Yes	Yes	Yes	Only their own
Create and edit jobs	Yes	Yes	Yes	Only their own
Assign jobs to the team	Yes	Yes	Yes	No
Mark a job complete	Yes	Yes	Yes	Only their own
See the schedule	Yes	Yes	Yes	Only their own
See leads	Yes	Yes	Yes	No
Create an estimate	Yes	Yes	Yes	Only their own
Send an estimate to a customer	Yes	Yes	No	No
See the customer list	Yes	Yes	Yes	Only their own
Collect a payment	Yes	Yes	Yes	Only their own
Refund a payment	Yes	Yes	No	No
Create and send invoices	Yes	Yes	No	No
Edit the catalog and pricing	Yes	Yes	No	No
See reports	Yes	Yes	Only their own	Only their own
Invite team members	Yes	Yes	No	No
Change roles and deactivate managers	Yes	No	No	No
Change company settings	Yes	Yes	No	No
Platform billing	Yes	No	No	No

Only their own means the person sees and acts on the work assigned to them and nothing else. A driver opening the app sees their jobs for the day, the customer details on those jobs, and a way to take payment at the door. They do not see the customer list, other drivers' jobs, or anything under Settings.

Pending and Inactive

Everybody under Pending & Deactivated is in the same state as far as HaulHQ is concerned: not active. The badge is a guess from how recently the person was added. Somebody added in the last 30 days reads Pending, because they most likely have an invitation they have not finished. Somebody older reads Inactive, because they most likely were deactivated. The screen cannot tell those two apart, so if a badge looks wrong, the person's own situation is the truth, not the label.

What you see	What it usually means	What you can do
Pending on somebody you just invited	They have not opened the link and set a password yet.	Wait, or press Resend if the link has expired.
Pending on somebody who says they clicked the link	They opened it but did not finish setting a password.	Press Resend. They get a setup link to finish, and the message on screen says so.
"is already in use on HaulHQ" when you invite	That email is already an account on another HaulHQ team. One email is one account.	Invite them on a different email address. There is no way to move an account between teams.
"was added to your team, but the invitation email did not go out"	The member exists; the email failed to send.	Press Resend on their row.
Inactive on somebody who left	They were deactivated.	Nothing, unless they come back. Then press the reactivate button on their row.

Deactivating somebody

Press the deactivate button on their row. The owner or a manager can do this; a manager cannot deactivate another manager, nobody can deactivate the owner, and nobody can deactivate themselves. The person keeps their place in your history, so every job they ran, every payment they took and every note they wrote still shows their name. Reactivating is the same button the other way and puts them straight back.

Read the warning at the top of this page before you rely on deactivation for anybody leaving on bad terms. It takes them out of the team's work. It does not lock them out.

Common mistakes

"My colleague is working every day but still shows Pending, and they never get the new-lead alerts."

This happened to two real members, and it is fixed. An invite that was accepted but never recorded as finished left the person able to work while HaulHQ treated them as not yet joined, so they got no alerts and could not be assigned anything. The cause is closed and the affected members were repaired. If you ever see it again, contact support and we will put it right.

"I deactivated them, so they cannot get in any more."

They can. Deactivation removes them from the team's work and alerts, not from the login. See the warning at the top of this page for what to do instead.

"I invited them a week ago and the link in the email does not work."

Links expire after one hour. Press Resend on their row and ask them to open the new email promptly.

"I gave my web developer the owner login because no role fitted."

Shared owner logins are the one thing this screen exists to avoid. Invite them as a Manager if they need to change settings and content, and deactivate them when the work is done. If a narrower role would have been right, tell us.