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Invite Internal Users

Invite your team and assign them the right permissions

Hubflo Team avatar
Written by Hubflo Team
Updated over a month ago

To get started, go to Settings ⚙️ → Invite & Manage Users

In the Internal Users tab, click Invite New Internal User, then enter their first and last name, and email address.

When inviting a user, you can also allow them to:

  • Access all chatrooms across the platform

  • Or limit access to only the chatrooms they create

Note: This section is to invite internal team members only. To invite a client, go to the Client Portal, create a workspace, and invite them from there.

Roles and Permissions of Internal Users

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.

Important: To change user roles, you'll need to upgrade to Hubflo Unlimited.

Revoke Access

For security reasons, only owners can revoke user access.

  1. Go to Invite & Manage Users

  2. Select the user

  3. Click Revoke Access

The user will be logged out immediately and their account deactivated.

⚠️ To reactivate a deactivated account, contact Hubflo Support.

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

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