Team and workspace

1Name the workspace

A new account's workspace carries the owner's email address as its name until you rename it. The sidebar shows it under Current workspace.

Press Settings & team in the sidebar. Settings opens with the Team card at the top. The card reads "Everyone in this workspace can view and edit its projects. Your other workspaces stay separate." Below it, the seat line shows how many seats are in use, for example "1 of 5 seats used" on Pro.

1. Clear Workspace name and type your shop name. The demonstration job uses "Birchwood Floor Co."
2. Press Save name. The status line reads "Team name saved."

Save name stays greyed out while the field is empty or unchanged. The new name appears in the sidebar under Current workspace right away, with no reload. Teammates see this name on their invitation, so use the name they know the shop by.

2Invite a teammate

Team invitations are part of the Pro and Studio plans. In the Team card:

1. Type your teammate's address in Email address.
2. Choose a role: Member or Admin. Only the owner is offered Admin.
3. Press Invite teammate.

The status line reads "Invitation sent. It expires in 7 days." A Pending invitations section appears with the address, the role and the expiry date, for example "member · expires 10/16/2026". Your teammate receives an email titled "Join Birchwood Floor Co. on SquareTally" with a Review and accept invitation button.

A pending invitation holds a seat. The seat line now reads "1 of 5 seats used · 1 reserved for pending invitations". Once members plus pending invitations reach the seat count, Invite teammate is disabled and the card reads "All seats are used or reserved. Remove a member or revoke an invitation to free a seat."

To cancel an invitation, press Revoke invitation on its row. The status line reads "Invitation revoked. The seat is available again."

3Accept the invitation

Your teammate opens the link in the email. The invitation screen reads "Join Birchwood Floor Co." and names the address and role: "This invitation is for maya@tutorials.local, joining as a member." It also explains that she will be signed in with this email and can view and edit all projects in this workspace, and that her other workspaces stay separate.

She presses Accept invitation. SquareTally signs her in and opens Projects in the shop's workspace. On the demonstration job the counters read Projects 2 and Needs attention 2, with both Halloran projects listed.

The sidebar shows her identity as "Team member". Because she now belongs to two workspaces, a Workspace select appears under Current workspace. The seat she held as a pending invitation becomes a used seat: the Team card now reads "2 of 5 seats used".

From here she works in the same projects as everyone else in the shop. She can create a new job, open, rename and delete projects.

4Roles and removing access

The Team card lists everyone in the workspace with their role. The card explains the roles in one line: "Members work on projects. Admins also manage team settings and members. The owner manages billing and admin roles."

To change a role, use the select next to the teammate's address, labelled "Role for" and the address. Pick Admin or Member. The status line reads "Role updated." Only the owner sees these selects.

To remove someone:

1. Press Remove on their row.
2. Confirm at "Remove access to this workspace?" with Remove, or press Cancel.

The status line reads "Member removed. Projects remain in the team." The jobs they worked on stay in the workspace, and their seat is free again: on the demonstration job the count goes from "3 of 5 seats used" to "2 of 5 seats used".

A few limits apply. Admins can invite and remove members only; they cannot change roles or remove other admins. Nobody can remove themselves or the owner, and the owner role cannot be changed.

5Switch between workspaces

One person can belong to several workspaces, for example the shop's workspace and one of their own. Each keeps its own projects, settings and seats.

When you belong to more than one, the sidebar shows a Workspace select under Current workspace. It lists every workspace you belong to by name. On the demonstration job, Maya sees "Birchwood Floor Co." and her own workspace, "maya@tutorials.local".

1. Open the Workspace select in the sidebar.
2. Pick the workspace you want. The page reloads on it.

The role line under your email changes with the workspace. In her own workspace Maya sees 0 projects and the role line "Workspace owner". When she picks Birchwood Floor Co. again, she is back on its 2 projects with the role line "Administrator", the role the owner gave her.

Check the name under Current workspace before you create a job, so it lands in the right workspace.

6What each role can do

Every role can view and edit the workspace's projects. The difference is who can change the settings the whole shop shares.

• Owner. Settings shows all eight cards, including Plan & billing. Only the owner manages billing, makes someone an admin or invites an admin.
• Admin. Settings shows every card except Plan & billing: Appearance, Team, QuickBooks connection, My company, New projects, Laying styles and My price lists. Admins rename the workspace and invite or remove members.
• Member. Settings shows Appearance and Team only, with the line "Your team and workspace. Ask an owner or admin to update shared settings." A member's Team card lists the people and their roles as plain text, with no invite form or Remove buttons.

Members still do the daily work. The project list shows them Create new job, Open, Rename and Delete. Company details, laying styles, price lists, the contract template and the QuickBooks connection stay with the owner and admins.