Team and roles

As an admin, you shape who is in your workspace and what each person can do. This lesson covers the three decisions you make for every new teammate: whether there is a seat for them, which role they get, and who they report to.

The order that always works

KretaOS will not let you invite anyone into a workspace that has not paid, and it will not let you go over the seats you paid for. So the order is always the same:

1. Activate the plan. You did this at sign-up, or you do it in Settings › Billing.
2. Make sure there is a seat. Settings › Billing shows "3 of 4 seats in use" on the Add seats card. If every seat is taken, add one there — you pay only for the days left in the current period.
3. Invite. Settings › Team › Add teammate.

The next lesson covers seats and billing in detail. For now, remember: every person takes a seat, viewers included.

Pick the role

There are four roles, and the invite form explains each in a line:

• Admin — runs the workspace: team, billing, fields, pipelines, imports, merges. Keep this to one or two people.
• Manager — works their own book and sees the numbers of the people who report to them. Right for a team lead or a branch head.
• Member — works their own book and sees the shared records. Most of your team.
• Viewer — reads everything a member can, changes nothing. Good for a founder who wants visibility, an accountant, or an auditor. A viewer's Ask AI answers questions but never changes anything.

You can change a role any time from the person's card on Settings › Team, using the Role menu. KretaOS keeps at least one admin: you cannot demote the only admin until someone else has been made admin.

Set who reports to whom

A role of Manager only means something once people report to that manager. On each teammate's card, the reports-to menu reads Reports to nobody until you set it. Pick their manager — "Reports to Priya" — and Priya's My team view on Home and Analytics fills in with that person's work.

Reporting lines can be deep: if Anjali reports to Rahul and Rahul reports to Priya, Priya's team includes both. KretaOS refuses loops, so you cannot make two people report to each other by accident.

One thing a manager never gets: a teammate's private synced mail. Being someone's manager changes whose numbers you see, not whose inbox you can read.

After they join

Each new teammate should do one thing on day one: connect their own Google account in Settings › Channels. Until they do, the Team page shows Not connected beside their name, and their client mail never reaches KretaOS. It is the one setup step an admin cannot do for them.

Try it

1. Open Settings › Team and look at each card: the role, whether Google is connected, and how many clients each person owns.
2. Pick one teammate who leads others and set their Role to Manager.
3. On each person they lead, set the reports-to menu to that manager.
4. Ask the manager to open Home and switch to My team.