Before you start
- Use Pro or Studio for shared login access. Tracking a person's profile and rates alone does not require inviting them.
- Decide what each collaborator needs to do, and which projects they should be able to access.
What you will learn
- Avoid confusing a saved team profile with an account invitation.
- Use the five access roles deliberately.
- Reuse saved team rates in both quote and invoice builders.
Step-by-step
Save the private profile
Add the team member's name, working role, links, gear, and useful rates. A freelancer you simply track does not need a Flovuni account. Keep their hourly and day-length rates ready for document builders.
Invite when app access is needed
On Pro or Studio, grant login access to a member who needs to use the workspace. Review the invitation's email and role. Pro includes up to three login users; Studio includes up to 25, including the owner. Tracking-only crew profiles and client portal visitors do not count as login users.
Choose the access role
Use Owner, Admin, Project Manager, Contributor, or Viewer according to responsibility. A person's descriptive working role, such as photographer, is not the same as their app permission role. Use the least access that fits their work.
Assign project scope and review it
Use project assignments where the role requires them and review what the collaborator can see. Hiding a button is not an access policy; the workspace's permission checks enforce what actions are allowed.
Choose the right workspace and price the work
Members with access to several workspaces use the workspace switcher before working. In a quote or invoice builder, add the appropriate saved team profiles and rates. Using a member's rate does not itself invite them or change their permissions.
Five roles, five levels of responsibility
Use these role purposes as a starting point, then review project assignments and allowed actions. Only Owners and Admins can open the business-wide Finances pages. Project Managers can manage quotes, invoices and payments for their assigned projects. Contributors and Viewers do not have access to quotes, invoices, payment records, expenses or portal management.
Shared client links are intended for clients and work without a team sign-in. Avoid sharing them with people who should not see client pricing; free-text contracts, documents and notes can also contain pricing you enter yourself.
| Access role | Intended responsibility |
|---|---|
| Owner | Responsible for the workspace, subscription, and ownership-level actions; business-wide financial access. |
| Admin | Workspace administration, team management and business-wide financial access. |
| Project Manager | Manage assigned project work and financial documents, without workspace billing or business-wide Finances access. |
| Contributor | Contribute to assigned project work; no financial-record or portal-management access. |
| Viewer | Read assigned project work without editing it; no financial-record or portal-management access. |
Keep access current as people and projects change
Review invitations, assignments, and access when a job ends or someone stops working with you. A client portal and a team invitation are different kinds of access: do not give a client a team account just so they can sign a contract or pay an invoice.
- Check the current workspace before entering or sharing information.
- Keep private rates and client materials in the appropriate workspace.
- Remove unnecessary access rather than relying on someone not opening a page.
See the pieces together
One directory, different access
A fictional studio tracks three people.
- Owner
Uses the workspace and manages its subscription.
- Second photographer
Has Contributor access to assigned work.
- Occasional assistant
Has a tracking-only profile and saved rates, with no login.
- Quote builder
Can price both collaborators without changing their access.
3 members · 2 with login access
Alex Riverside
OwnerWorkspace access
Jamie Lee
Second photographerContributor · Assigned projects
Morgan Taylor
VideographerTracking only · No account needed
Jamie's rates
Keep photographers and videographers in one crew list. Track rates or grant login access with assigned projects on Pro or Studio.
The role names describe app permissions; a saved job title such as Assistant is a different profile field.
How it connects to the rest of your workspace
The same booking context carries through these tools. Follow a guide to see the next part of the process.
Build quotes from packages, line items, and team rates
Use several team members' rates and client-facing markup.
Organize contacts, leads, and booked work
Keep collaborators and client contacts distinct.
Use the daily dashboard, mobile app, and private backups
Use role-appropriate daily tools and owner-controlled exports.
Common questions
Does saving a profile send an invitation?
No. Tracking and granting login access are separate actions.
Does every team member get financial access?
No. Access depends on their workspace role and project scope. Review those permissions before inviting them.
Can a tracked person be invited later?
Yes. Grant login access when they need to collaborate rather than creating a second crew directory.