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