Invite and manage your team
On this page
Everyone on your team signs in with their own account, and their role sets what they can see and do. Open Settings → Team & roles on the web, or Settings then Team & roles in the Zaras app. With more than one member it has two tabs, Team and Roles. Any member can read it; changing anything needs the capabilities named below, which owners and admins hold by default.
If you are the only member
A workspace with one member and no pending invitation is simpler, and so is this page: there are no Team and Roles tabs, the page and its row in Settings read Invite your team, and the Invite teammate form is already open — enter their Email address, pick a Role and press Send invitation. Your own row simply says You're the only member of this workspace. Your hourly rate lives on your profile instead, under Your hourly rate.
The moment you send an invitation — not when it is accepted — the workspace counts as a team: the tabs, pending invitations, roles, rates and removal described below come back, along with team chat, timesheet approval and the team report. If you revoke the last pending invitation, or it expires, while you are still the only member, the page goes back to the simple version. More in Working on your own.
Invite someone
On the Team tab press Invite teammate, enter their Email address, pick a Role and press Send invitation. They get an email with a link to join, and they can also sign up in the Zaras app with that same email address and join from there (Install the Zaras app). Until they accept, the invite sits under Pending invitations marked Pending. If the invitation was created but the email did not go out, the message says so — press Resend on the invite. Revoke withdraws it; an expired invite is revoked and sent again. Inviting needs Invite team members.
The three built-in roles
The Role list offers every role below your own — for an owner that is Admin and Technician, plus any custom roles you have created — with Technician selected by default. Owner is never in the list: it cannot be assigned to anyone else.
- Owner — every capability; the role can't be edited or assigned to anyone else.
- Admin — every capability.
- Technician — jobs, contacts, estimates, invoices and the calendar only.
Reports, cost figures, settings, timesheet approval and team management are not in the Technician defaults.
A workspace created before September 2026 may also show a Dispatcher role — the Technician set plus Send & read messages and Manage templates. Its name and permissions can be changed like a custom role's, but, like the other built-in roles, it cannot be deleted.
Custom roles
On the web, the Roles tab has New role; in the Zaras app it is Create a role. A new role Starts with the five work permissions — jobs, contacts, estimates, invoices, schedule. Adjust after creating. Select it, switch permissions under Permissions on or off, then Save changes. A locked switch says why: You can’t edit your own role., The Owner role can’t be edited., or You can’t grant a capability you don’t hold yourself. Creating and editing roles needs Manage roles.
Change a member's role
Press Change role on the member. Roles you cannot assign are greyed out with the reason: The Owner role can’t be assigned, That’s your own role — you can’t assign it, or You don’t manage this role (a role at or above your own). The dialog lists what the member Gains and Loses before you confirm with Change role; it applies at once.
Hourly rates
Under Hourly rate on a member, Set hourly rate records what their timesheet entries are costed at. Rates are dated: a new one Applies to time worked from today. Time already worked keeps the rate it was costed at., Schedule a new rate sets one for a later day, and past rates can't be changed or removed. Seeing and changing rates needs Manage pay rates.
Remove a member
Press Remove from workspace on the member's row and confirm Remove member. It needs Remove team members and only works on roles below your own. If an action is missing for you, ask an owner or admin to grant it to your role.
