Invite your team and set roles

Invite your team from Settings → People. Each person gets a role, which decides what they can see and do. The database enforces it, not just the screens, so a role holds everywhere, including in Claude and ChatGPT.

Invite someone

Open Settings → People and choose Invite someone.
Enter their email and choose their role.
Choose Send invite. They get an email with a link to join.

Crewtavo also offers Copy invite link, so you can text the link too, for example when the email lands in spam. Haven’t connected email yet? The invite says Invite ready instead of Invite sent: copy the link and text it to them.

The link works once and expires after a day. Only send it to that person, since whoever opens it gets into their account.

See who hasn’t joined yet

Until someone sets up their account, Settings → People shows Invite pending under their name, with when their link went out. If it expired or never arrived, choose Resend invite. Crewtavo emails them a new link and offers Copy invite link again. Once they’ve signed in, Invite pending goes away.

To take someone off the team, choose Remove next to their name, then Remove access. They’re signed out right away, their visits, time and notes stay on record, and you can restore access later.

Add photos

A photo makes it easier to tell people apart. It shows wherever their initials did: on the Schedule, on visits, in Timesheets, in team chat and in Settings → People.

Your own: open Settings → Profile and choose Add a photo. On a phone you can take one with the camera or pick one from your photos.
Someone else’s (owners and admins): in Settings → People, choose the circle with their initials, then Add a photo. Only an owner can change another owner’s photo.

To change or take one off, use Change photo or Remove photo in the same places.

Crewtavo crops each photo to a square around the middle (a little higher for a tall photo), so pick one with the face near the center. Photos are kept with your business’s other files and only your team can see them.

Set pay rates

In Settings → People, Labor cost / hr is each person’s hourly pay. Their approved hours are paid and costed at it, under Timesheets → Pay and in each job’s costs.

For pay per square, per job or per day, choose Piece rates under it. Owners see it, and so do admins whose role has Job costs and profit. See piece pay.

Roles

Every business starts with these roles. Rename them, change them, delete them or make your own under Settings → Roles.

Starter role	What it’s for
General manager	Runs the business day to day.
Office manager	Books work, schedules crews, sends quotes and invoices, and approves time.
Operations manager	Schedules crews and keeps jobs on track.
Foreman	Runs their crew: schedules its visits, assigns its people and sees its time. No prices.
Employee	Works their own visits.

Every role on your team is built on one of six access levels: Owner, Admin, Office, Estimator, Crew lead and Field crew. Only an owner can make someone else an owner.

There’s a seventh level, Subcontractor, for the businesses you hire. You don’t pick it here, and subs aren’t listed under Settings → People: a sub gets it with a sign-in from their page under Subcontractors. It shows them only their own jobs, their price on each and their paperwork. See Work with subcontractors.

With Careers installed, Applicants shows only to roles with Job applicants and hiring: owners, the General manager and the Office manager to start with. Field crews never see applications or résumés.

On the Schedule, someone with the Employee role (field crew) sees only the visits they’re on, and the jobs and clients behind them, never prices. A Foreman and everyone above sees the whole schedule. To give someone work, put them on a visit: see who’s on each visit.

For everything each access level and area allows, including which clients a crew lead or field crew can see, see What each role can see and do.

Get notifications on phones

Each person turns on their own notifications under Settings → Profile, and chooses what also comes by email or text. Phone notifications are free and need no setup. The full steps, including fixing notifications a phone has blocked, are in Your profile, notifications and Crewtavo on your phone.

iPhone: open Crewtavo in Safari, choose Share → Add to Home Screen, then open it from the Home Screen and turn notifications on there.
Android, or a computer with Chrome or Edge: choose Install the app when the browser offers it.

Crews can keep working with no signal. Their updates go out once Crewtavo is open again with signal. On Android, if the app is closed by then, a notification says how many are waiting.