This feature requires the Unlimited plan. To upgrade your plan, visit the Pricing page or reach out to the Hubflo Support team.

Invite internal users

To get started, go to Settings ⚙️ → Invite & Manage Users
Click Invite New Internal User, then enter their first and last name, and email address.

When inviting a user, you can also:

Allow access all chatrooms across the platform
Add a welcome message

Note: This section is for inviting internal team members only. To invite a client, add them as a contact first, then invite them to the workspace from the Client Portal.

Roles and permissions

You can assign one of the following roles:

Role	Access Level
Owner (Paid Seat) Recommended for: company leadership or account administrators who need full control over all Hubflo features, settings, and users.	Full access to all Hubflo features and account settings. Can create, edit, and delete all items (workspaces, projects, tasks, contacts, smartdocs, invoices, etc.). Can manage users, their roles, and Client Portal settings. Messaging: can access all chatrooms in the organization or only the ones they created or were added to (depending on configuration).
Regular Member (Paid Seat) Recommended for: team members who need full access to day-to-day work across all workspaces, without access to account settings or user management.	Can create, edit, and delete all items (workspaces, projects, tasks, contacts, smartdocs, invoices, etc.). No access to account settings or user management. Can use and collaborate in all workspaces (but no access to Client Portal Settings). Smartdocs: can access all Smartdocs or only the ones they created (depending on configuration). Messaging: can access all chatrooms in the organization or only the ones they created or were added to (depending on configuration).
Limited Member (Paid Seat) Recommended for: collaborators who need access only to the work they’re directly involved in.	Can access and edit only projects, contacts, companies they own. Workspaces: if on, only access to workspaces of owned contacts, projects, or companies. Tasks: access only to tasks they created or were assigned to. No access to billing, Smartdocs, general settings Messaging: can access all chatrooms in the organization or the one they've been added to (depending on configuration).
Contractor (Free Seat) Recommended for: freelancers or external collaborators who need to contribute to specific projects without accessing broader workspace data.	Can create tasks, log time, upload files, record expenses. No access to workspaces, contacts, billing, Smartdocs, emails, reports, or settings. Access limited to the projects and tasks they are specifically assigned to. Messaging: can only access the chatrooms they were added to.
Accountant (Free Seat) Recommended for: finance team members or bookkeepers who only need access to financial data.	Access limited to financial data: can view and export proposals, invoices, recurring invoices, expenses. No access to projects, tasks, contacts, smartdocs, messaging, workspaces, or settings.

Modifying users

Edit a user

Go to Settings ⚙️ → Invite & Manage Users
Click Edit next to the user
Update their job title or hourly rate and hourly cost as needed
Change their role using the role dropdown
Toggle on any additional permissions:
- Can view and edit all smartdocs created in the organization
- Can delete files and folders
- Access to all chat rooms (without this, the user can only access chat rooms they created)

Hourly Rate vs. Hourly Cost

Hourly rate: what you charge the client per hour
Hourly cost: what the team member costs you internally (salary or overhead)

Hubflo uses both values to calculate profitability in project reports: revenue is based on the rate, cost on the internal cost, and the difference is your margin.

Revoke access

For security reasons, user removal is handled by the Hubflo Support team. This ensures that records tied to the user are properly transferred to an owner before the account is deactivated.

To remove a user, contact Hubflo Support.

💬 Need help? Reach out anytime from your Hubflo admin or email our Support team at [email protected].

What is Hubflo?

Invite clients to workspaces

Hubflo Glossary

Getting started with the Hubflo Directory

Set up your client portal