Team
The Team page is your roster of technicians, office staff, and managers. Team members can be assigned to jobs, tracked on the dispatch board, and referenced throughout ToolbagCRM.
Open Team from the main navigation.
When to use Team
Use Team when you need to:
- See who is on your crew and how to reach them.
- Add a new hire or contractor to the system.
- Check a team member's role and active status.
- Assign people to jobs and visits.
Before you start
- You need an active ToolbagCRM workspace with at least one user seat available.
- Only the Name field is required when adding a team member. Display name, role, email, and phone can be filled in later.
- Role is picked from a dropdown of your workspace's real roles (Administrator, Manager, and Technician are built in; admins can add custom roles under Settings → Roles). The role you choose determines the access level shown on the team member's profile.
- New members are created with Active status by default so they appear in job assignment dropdowns immediately.
- To give a team member a login, you need their Email. Without an email, you can still add them to the roster, but there is no way to send a login invite until one is added.
The team list
The team list shows every team member with a header displaying the active count and inactive count (if applicable).
Search
Search by name, display name, role, or email to find a specific team member.
What each row shows
- Name with an avatar using their initials.
- Role — their job title such as Technician, Manager, or Admin.
- Email — clickable to send a message.
- Phone — clickable to call.
- Status — green badge for Active, neutral badge for Inactive.
Add a team member
- Click New Team Member (or Invite teammate, which opens the same invitations page from Settings).
- Enter the Name (required).
- Add a Display Name — this is shown on jobs and schedules (optional).
- Choose a Role from the dropdown, such as "Technician" (optional — leave as "No role assigned" to set it later).
- Add Email and Phone as available (optional).
- If you entered an email, leave Email them a login invite for this role checked to send a login invite as soon as the team member is created. Uncheck it to add them to the roster without sending a login invite yet.
- Save the team member.
New members default to Active status. If you sent a login invite, a confirmation banner appears with the invite link — copy it to share directly, or rely on the emailed invite.
Team member detail view
Click any team member row to open their full profile.
Profile header
- Large avatar with the team member's initials.
- Display name and role.
- Active or Inactive status badge.
- Contact chips for email and phone.
- A login access indicator: a Has login access badge if the team member already has a user account, or a Send login invite button if they have an email but no login yet. The button is hidden entirely if the team member has no email on file.
- An Edit button that opens a form to update the member's name, display name, role, email, phone, and active status without leaving the profile.
Overview tab
Role & Access:
- Role title.
- Access level — automatically derived from the role: Administrator, Manager, or Technician.
- Status badge.
Work Summary:
- Jobs assigned count.
- Jobs completed count.
- Hours this week.
Employment:
- Member since date.
- Classification (such as W-2 Employee or 1099 Contractor).
- Pay type (such as Hourly or Salary).
Recent Activity:
- Activity timeline entries when the Activity plugin is enabled.
Assigned Jobs tab
Lists all jobs currently assigned to this team member with status and scheduled dates.
Schedule tab
A schedule view showing the team member's upcoming visits and assignments.
Editing a team member's profile
- Open the team member's detail view and click Edit in the profile header.
- Update Name (required), Display Name, Role, Email, Phone, or the Active toggle.
- Save your changes. The profile header, contact chips, and access level update immediately.
Work Summary on the Overview tab (Jobs Assigned, Jobs Completed, Hours This Week) reflects each team member's real assigned jobs and clocked time — it is not a static placeholder, so the numbers change as jobs are assigned/completed and as time entries are logged.
Tips
- Use display names so field techs see familiar names on the dispatch board and schedules.
- Keep the active/inactive status current so inactive team members do not appear in assignment dropdowns.
- Roles now come from a dropdown of your workspace's actual role definitions, so access levels stay consistent — set them up under Settings → Roles before adding a large batch of team members.
- Use the profile Edit button to fix a typo'd email, update a phone number, or correct a role without leaving the team member's page.
- Add an email when creating a team member so you can send them a login invite immediately, or later from their profile page with Send login invite.
Troubleshooting
Team member not appearing in job assignment dropdowns
Check the member's status. Only Active team members appear in assignment dropdowns and on the dispatch board. Open the team member's profile and confirm the status badge shows Active. If it shows Inactive, edit the member and set them back to active.
Search is not finding a team member
The search matches name, display name, role, and email. If you are using the Active or Inactive status filter, switch to All to make sure the member is not hidden by the current filter. Try searching by a different field — for example, a nickname in the display name rather than the legal name.
"Team member not found" after clicking a link
This usually means the team member was deleted or the link is stale. Go back to the main Team page and search for the person. If they do not appear, they may need to be re-added.
Access level seems wrong
Access levels are derived automatically from the role name. If a team member has the wrong access level, update their Role field. For example, changing the role from "Technician" to "Office Manager" will upgrade their access from Technician to Manager.
"Couldn't send a login invite" after adding or inviting a team member
The team member is still added to the roster even if the invite email fails to send. Open their profile and use Send login invite to retry — it requires an email on file. If it keeps failing, check that the email address is correct and try again in a moment.