Inviting and removing people
How membership moves from invited to active to removed, time-bound access for contractors, what you record about a member, and why preferred contact details are handed to buyers.
People are invited by email and accept for themselves. You never create a login on somebody's behalf, which means an account always belongs to the person using it.
The three states
Invited
You have added them by email. They exist on your team and have not accepted.
Active
They accepted and are working. Their role applies from here.
Removed
Access ended. The record of what they did remains — an enquiry they handled does not become anonymous because they left.
Membership can also carry an expiry date, which is the right tool for a contractor or a seasonal hire. Access ends on its own rather than depending on somebody remembering.
What you record about a member
| Name and designation | Who they are and what they do |
| How they are invited, and reached | |
| Mobile or phone | Where relevant |
| Preferred email and number | Where they want to be contacted for work |
| Expiry | Where membership is time-bound |
Preferred contact details are not decoration. When your business accepts an enquiry and assigns it to somebody, these are what the buyer receives. See Assigning an owner.
Somebody whose preferred number is a desk phone they never answer produces exactly the failure the assignment mechanism exists to prevent.
Setting a team up well
Billing has its own membership
Access to billing is a separate list with its own roles — owner, admin and member — because who may see invoices is not the same question as who may run the catalogue.
An accountant on the billing account need not be on the business team at all. See Billing and invoices.
Roles
The four roles inside a business, what each can do, and the one distinction that matters most — which of them can commit the business to something binding.
Overview
What business KYC establishes, why the document set follows your constitution rather than being one long list, the states involved, and where to find your country's requirements.