PortzApp logo

Team Management

Colleagues do not sign themselves up. An admin creates each account with a username and password, hands the credentials over, and manages the team from there.

FOR ORGANIZATION ADMINS

Available only on Pro Plan

Everything here needs the Admin role. Other roles cannot manage the team at all. Find it under Settings, then Organization.

Key takeaways

  • Accounts are created with credentials rather than invited by email.
  • The password is shown once, so it has to be copied before the dialog closes.
  • Several people can be created in one go.
  • Seats are set by your plan, and creating an account uses one.

Your team, and your seats

Settings, then Organization, holds your company details and your team below them. The list is searchable by username, name, or email, and paged once the team grows.

Above it sits your seat count: how many are in use out of how many your plan includes. Every account you create takes one, and when they are all gone the card says so and points at adding more.

PortzApp organization settings showing team seats in use above a searchable list of members with their roles
The team list, with seat usage above it.

Accounts are created, not invited

There is no invitation to accept. Add Members creates the accounts outright, each with a username, a role, and a password that can be generated for you.

Several can be set up in one pass, which suits onboarding a shift or a department in a single sitting rather than one person at a time.

No email address is involved. A new account has a username and nothing else, which is why linking an email afterwards matters: it is what lets that person receive notifications and recover their own password.

PortzApp add members dialog showing several rows each with a username field, role selector and generated password
Each row is a whole account: username, role, and a password you can generate.

Credentials are shown once

Once created, PortzApp shows every new account with its password, together with a Copy credentials action.

This is the only time those passwords are visible. Copy them before closing, and pass each person their own. Anything missed has to be reset rather than recovered.

PortzApp members created dialog listing each new account's username and password with a copy credentials button
The passwords appear once, with a copy action. Nothing recovers them afterwards.

Changing a member

Each member carries a menu of admin actions.

  • Update name and Update username correct the details. A changed username changes what that person signs in with.
  • Change role moves someone between roles, confirmed by name so the wrong row is not caught by accident.
  • Reset password generates a new one, invalidates the old immediately, and shows the replacement once.

Changing your own role is possible but one-way. PortzApp warns before it happens, because an admin who steps down needs another admin to put them back.

PortzApp member actions menu showing update name, update username, change role, reset password and remove options
Names, usernames, roles, and passwords are all managed from the member's own menu.

Removing someone, and leaving

Removing a member takes them out of the organization and cannot be undone. Their work stays where it is: the jobs they ran, the quotes they sent, and the entries under their name are part of the record.

Leaving is the same action applied to yourself, and carries the same warning in stronger terms. You cannot rejoin unless an admin adds you back, so an organization with one admin should promote a second before that admin leaves.

Common issues

I cannot add members or change roles

Managing the team needs the Admin role. Other roles cannot see it.

A new member is not receiving notifications

Accounts start with no email address. They add one themselves under Settings, Emails.

I cannot create another account

Every seat on your plan is in use. Remove someone, or buy more seats.

I removed the wrong person

Removal cannot be undone, but the account can be created again. Their past work stays on the record either way.

FAQ

Do I need their email address to add a team member?
No. An account needs only a username and password. They can link an email themselves afterwards.
Does removing someone delete their work?
No. Jobs, quotes, and history stay in place under their name.
What happens if I run out of seats?
Creating accounts stops until a seat is freed or more are added. Existing members are unaffected.
Can colleagues sign themselves up and join us?
No. An admin creates each account, which is why credentials are handed over rather than invitations sent.