Inviting and managing team members

BidCraft is built around your company, not individual logins. Every team member shares the same projects, services, materials, pricing, and AI quota. Add your estimator, your project manager, your back-office bookkeeper — everyone sees the same data and works from the same source of truth.

Where this lives

Open Time & Team in the sidebar and tap the Team tab (or go to /team). You need to be either an owner or an admin to see it. Sales and crew can't invite or manage other team members.

With a team, the tab has:

• Everyone's week: one row per person (you first) and a column for each day. Each day lists the jobs that person worked, with the job's color, the hours and a short job name. Today's column is shaded, "live" means they're on the clock right now, and time off shows in italics. The last column is each person's week total. Use the arrows beside the tabs to look at other weeks.
• On site now: a green line beside the tabs that says who is clocked in right now and on which job, like "Marco on site now · Hale primary bath". It's hidden when nobody is clocked in.
• The roster: a card for each person with their role, their working hours (like "Mon–Fri 7–3:30"), their next time off, and a warning when a certification runs out within 60 days. Manage opens their profile, where you edit working hours, time off and certifications.
• Waiting to join: people you've invited who haven't accepted yet.
• + Invite a team member: the dashed purple card at the end of the roster.

On a phone, each person gets a card with their week as a small strip of bars and their total, so you don't have to scroll a wide table.

If it's just you

When you're the only person on the account, there's no empty grid. You get a You card with your working hours, time off and certifications, each with a link to change it, and a card to invite your first crew member. Once someone joins, the week and the roster appear.

How to invite someone

Tap + Invite a team member (or + Invite your first crew member), enter their email address and pick a role. Tap Send invite.

They get an email with a link that walks them through setting a password and joining your company. The link is good for 7 days, and their card under Waiting to join shows the date it runs out. If they don't accept in time, cancel the old invite and send a new one.

[!tip] Invite people by their work email, not a shared inbox. Each person needs their own login so you can track who did what, and so removing one person doesn't lock everyone out.

What each role can do

There are four roles. The differences matter — especially around what each persona sees in the sidebar and what they can edit.

Everyone opens their own My Profile by clicking their name at the bottom of the sidebar (on a phone: More → You).

In other words:

• Owners can do everything, including upgrade/downgrade the plan and update the card on file. They also approve crew timesheets.
• Admins can do everything except touch billing. They approve crew timesheets too. Most project managers fit here.
• Sales sees only what's needed to build proposals — the Catalog (Services, Materials and Find Products), Pricing templates (read-only, including the job type templates), Proposal Settings (read-only). On a signed project they can also open the task list and schedule to check progress, but everything there is read-only — no editing, adding, or deleting a task. They don't see Connected Apps or Billing.
• Crew runs the work. Their landing screen is Today — clock in, finish today's tasks, snap receipts. Their project page is a stripped-down version with tasks and receipts only (no pricing, no proposal, no cost analysis). At the end of the week they submit hours on Time for an owner or admin to approve before payroll. They don't see the Catalog at all — no Services, no Materials, no Pricing templates. What a job costs and what it sells for isn't part of running it, and a price list in a pocket is one leaked screenshot away from an awkward conversation.

Most teams have one or two owners (you and a partner), a couple of admins (project managers), and the rest split between sales and crew.

[!note] Sales and Crew sees the same nav but with the unused groups hidden — the underlying app is the same; the menu just gets out of their way.

Changing someone's role

Owners see a role dropdown in the top corner of each teammate's card. Change it and it saves immediately. The change takes effect the next time they refresh the app.

You can't demote yourself if you're the last owner. There has to be at least one owner on the team at all times.

Removing someone from the team

Remove on each teammate's card (owners only) removes them, after you confirm. They're logged out immediately — any open browser sessions they have are killed. Their historical contributions stay in the audit trail (who created what, who edited what), but they lose all access to the data.

If you remove someone by mistake, you can re-invite them — they'll come back as a fresh teammate.

Canceling a pending invite

Under Waiting to join, tap Cancel invite on any invitation that hasn't been accepted yet. The link in their email stops working immediately.

The shared AI quota

Everyone on the team pulls from the same monthly pool of AI credits. If you're on the Pro plan with 1,000 credits, that's 1,000 credits for the whole team — not per person. Any bonus credits your org earns are shared the same way. The usage bar at /settings/billing shows your team's combined consumption.

This is good for small teams (one person doing all the AI work doesn't waste capacity) and worth watching for bigger teams (if you've got five people all regenerating proposals, you'll burn through a smaller plan faster).

Next steps

• Subscription tiers, trial, and billing
• Your account settings
• Connecting HighLevel CRM