User & Team Workflows

Complete reference for managing users, roles, and team access across dealerships in DeskFlow Pro.

Role Overview

DeskFlow Pro supports two user roles with distinct capabilities:

Role	Access Level	Key Capabilities
Manager	Full dealership access	All deals, team management, settings, billing
Operator	Individual contributor	Own deals only, package templates (view-only)

Multi-Dealership Support

Users can belong to multiple dealerships with different roles in each. A user might be a Manager at one dealership and an Operator at another.

Workflow 1: New Dealership Registration

When someone creates a new DeskFlow Pro account, they automatically become the first Manager of a new dealership.

Registration Process

1. Visit Registration Page - User provides email and dealership information
2. Email Verification - Magic link sent to provided email address
3. Account Creation - User clicks link and completes setup
4. Automatic Setup - New dealership created with user as Manager
5. Trial Period - 14-day trial begins with full feature access

What Gets Created

• New dealership account
• User with Manager role
• Default package templates and features
• Trial subscription activation

Workflow 2: Inviting Team Members

Managers can invite new team members to join their dealership with either Manager or Operator roles.

Invitation Process

1. Access Team Management - Navigate to Team section
2. Send Invitation - Enter email address and select role
3. Email Delivery - Invitation sent automatically
4. Account Creation - Recipient creates account or signs in
5. Access Granted - User gains access to dealership

Two Invitation Scenarios

Existing DeskFlow Pro User:

• User receives "You've been invited to join [Dealership]" email
• Signs in with existing credentials
• Immediately gains access to new dealership

New User:

• Receives invitation email with account creation link
• Creates new DeskFlow Pro account
• Automatically connected to inviting dealership

Invitation Status

Team members appear with different statuses:

• Pending - Invited but hasn't accepted yet
• Active - Has logged in and has full access
• Inactive - Access temporarily disabled

Workflow 3: Multi-Dealership Access

Users can work across multiple dealerships with different permissions in each.

Switching Between Dealerships

1. Login - User signs in once with their credentials
2. Dealership Selection - Choose which dealership to access
3. Role-Based Interface - Interface adapts to user's role in selected dealership
4. Switch Anytime - Change dealerships from navigation menu

Example Scenarios

Sales Manager Scenario:

• Manager at Primary Dealership (full access)
• Operator at Partner Dealership (deal creation only)

Multi-Location Owner:

• Manager at Location A
• Manager at Location B
• Manager at Location C

Permission Isolation

• Deal access is per-dealership
• An Operator at Dealership A cannot see deals from Dealership B
• Managers see all deals within their dealership only

Workflow 4: Removing Team Members

Managers can remove team members when they leave or change roles.

Removal Process

1. Access Team Management - Navigate to team member list
2. Select User - Choose team member to remove
3. Confirm Removal - System checks for associated data
4. Immediate Effect - Access revoked instantly

Impact Based on User Activity

User with No Deals:

• User completely removed from dealership
• Can be re-invited as new team member

User with Existing Deals:

• User deactivated but not deleted
• Deal history preserved with user attribution
• Access immediately revoked
• Can be re-activated by re-invitation

Data Preservation

When users are removed:

• Deal records remain intact
• Customer information preserved
• Historical reporting continues to work
• User name maintained in deal history

Workflow 5: Re-inviting Previous Users

Previously removed users can be re-invited to rejoin the dealership.

Re-invitation Process

1. Send New Invitation - Use same email address as before
2. System Recognition - DeskFlow Pro recognizes returning user
3. Reactivation - Previous deal history becomes accessible again
4. Role Assignment - Can assign same or different role

Benefits of Re-invitation

• Preserves historical data continuity
• Maintains deal attribution
• Simplifies user management
• Supports temporary access scenarios

User Lifecycle States

Understanding how user access changes over time:

New Invitation → Active Access → Removed/Deactivated → Re-invited

State Descriptions

Pending (Invited):

• Invitation sent but not accepted
• No system access
• Shows as "Pending" in team list

Active:

• Full access based on assigned role
• Can log in and use all permitted features
• Shows as "Active" in team list

Deactivated:

• Access completely revoked
• Deal history preserved
• Shows as "Inactive" in team list (if deals exist)

Deleted:

• Completely removed from dealership
• No deal history to preserve
• No longer appears in team list

Permission Matrix by Role

Manager Permissions

Feature Area	Access Level
Deal Management	View and edit all dealership deals
Team Management	Invite, remove, and manage team members
Package Templates	Create, edit, and manage templates
Features	Create, edit, and organize features
Settings	Full access to dealership configuration
Billing	Manage subscription and payment methods
Insights	View dealership-wide analytics

Operator Permissions

Feature Area	Access Level
Deal Management	Create and manage own deals only
Team Management	View team list (no management actions)
Package Templates	View and use existing templates
Features	View existing features (read-only)
Settings	Access personal preferences only
Billing	No access
Insights	View personal performance only

Best Practices

Role Assignment Strategy

• Start Conservative - Begin new team members as Operators
• Evaluate Need - Promote to Manager only when administrative access is required
• Regular Review - Quarterly assessment of role appropriateness
• Document Decisions - Track why specific roles were assigned

Multi-Dealership Management

• Clear Communication - Ensure users understand their role in each dealership
• Consistent Training - Provide role-specific training for each dealership
• Monitor Access - Regular review of user access across dealerships
• Security Awareness - Users understand data isolation between dealerships

Team Transition Management

• Planned Removal - Give notice before removing active team members
• Data Backup - Ensure important data is accessible after user removal
• Knowledge Transfer - Document processes before team member departure
• Smooth Re-integration - Clear process for bringing back previous team members

For detailed information about specific role permissions, see Manager vs Operator reference guide.