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Inviting your team: roles, seats, and permissions

Category Team Plans Pro, Growth & Care By Invio
Contents

Invite your staff, accountant, contractors, and support workers into Invio with role-based permissions that ensure everyone has exactly the access they need, and nothing more.

Team roles and what each can do

Every role has clear, built-in boundaries to protect sensitive business data.

Owner
The account owner can do everything, including billing, bank details and who is on the team.
Admin
Admins can run the business day to day: invoices, quotes, clients, expenses, reports and everyday settings. Not billing, bank details, tax numbers or the team itself.
Staff
Staff members can prepare work: add clients, write quotes and draft invoices. They cannot send anything to a client, record payments, or see totals, reports or settings.
Accountant
Accountants can look at invoices, quotes, expenses, reports and exports, and change nothing.
Contractor
With Projects Pro, contractors can log hours on the projects you are assigned to and see your own approved hours. Nothing else in the business, not invoices, clients, quotes, expenses, reports or settings.
Worker
With Care, support workers can see your own shifts on your phone, start and end them, and add the kilometres you drove. Nothing else in the business, not invoices, clients, quotes, expenses, reports or settings, and not other workers' shifts.

Seats included per plan

Each paid plan includes dedicated seat pools for your office team and advisors.

Pro plan
Includes 1 accountant seat free of charge. No team seats are included on Pro.
Growth plan
Includes 4 team seats (admin or staff roles) and 2 accountant seats. Along with the owner, up to 7 people can access the business.
Care plan
Includes everything in Growth (4 team seats and 2 accountant seats), plus 3 workers included in the base price, scaling with graduated per-worker tiers as your roster expands.
Contractor logins with Projects Pro
Projects Pro includes up to 5 contractor logins for external specialists who log time on specific jobs.
Distinct person rule
A person invited to multiple businesses owned by the same account spends only one seat across the account. The owner never spends a seat.

Extra team seats add-on

Add more office logins as your business grows without switching plans.

Extra team seats

Available on Growth and Care plans for additional admin or staff members.

A$9 per seat/month

Paused, not deleted: If an account reduces seats or changes plans, existing members remain in your team list marked "Paused". When you restore seats or upgrade, their access reactivates automatically with no need to send fresh invitations.

Owner control: Only the business owner can purchase extra seats or invite new members.

How to invite your team

Send an invitation from Settings > Team in under a minute.

1

Open Settings, then Team

Sign in to Invio, open Settings from the top navigation, and select the Team tab.

2

Enter email and choose role

Type the person's email address and choose their role: Admin, Staff, Accountant, Contractor, or Worker.

3

Send invitation

Click Send invite. Invio sends an email with an invite link valid for 7 days. The new member creates their password and gains access.

4

Manage team access

From Settings > Team, the owner can view pending invites, resend expired links, change member roles, or remove members at any time.

The worker role and the Invio Work phone app

Field support workers use a dedicated mobile web app on iPhone or Android.

The worker role
Workers access only the mobile worker app (Invio Work). They see their own rostered shifts, clock in and out, record travel kilometres, and write progress notes. They cannot see invoices, rates, business financial reports, or other workers.
Installing on iPhone
Workers open the invite link in Safari, tap the Share button, and select "Add to Home Screen". They launch Invio Work from the home screen icon and sign in.
Installing on Android
Workers open the invite link in Chrome, tap the menu (three dots), and select "Install app" or "Add to Home screen". They open the app from their home screen icon.
Daily shift flow
Workers tap Start shift when arriving on site, record any unpaid breaks, enter travel kilometres driven with the participant, write shift notes, and tap End shift to complete the log.

Questions about team access

Does the business owner take up one of the plan seats?
No. The account owner is never counted in seat pools. A plan with 4 team seats allows the owner plus 4 team members.
Does inviting my accountant cost extra on Pro?
No. The Pro plan includes 1 accountant seat free of charge. Your accountant receives their own login with read-only access to view invoices, expenses, reports, and tax summaries.
What happens to team members if I downgrade my plan?
Invio pauses members rather than deleting them. Their rows remain in your team list marked "Paused". When you upgrade or add seats again, their access is restored immediately with nothing to reconfigure.
How long do email invitations stay valid?
Team invitations are valid for 7 days. If an invite expires before the recipient accepts, the owner can resend it with a single click from Settings > Team.
Can staff members send invoices or view revenue totals?
No. Staff members can create clients, write quotes, and prepare draft invoices, but they cannot send invoices to clients, record payments, view financial reports, or access business bank details.

Related guides

What is in the Growth plan
Read
Projects and time tracking
Read
Care: NDIS tools for teams
Read
All guides →

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Inviting your team: roles, seats, and permissions | Invio