Invite reps, set roles and manage seats
Admins and managers invite people from Settings by email and role. Invitations expire after seven days, seats are checked per role, and Team is where you manage members.
Everyone who uses Roonly at your company belongs to your workspace with one of three roles. This article covers how to bring people in, what each role can do, and how seats work.
The three roles
- Rep. Records conversations in the mobile app, sees their own scores, feedback, lessons and roleplay. A rep is tagged as field or office when invited, which decides whether they see door conversations or phone calls, and which onboarding track they get.
- Manager. Everything a rep can do, plus the web dashboard: the team, every conversation, insights, contests, training assignment, and the ability to invite reps.
- Admin. Everything a manager can do, plus company settings, integrations, billing and the ability to invite other admins and managers.
Roles are set when you invite someone and can be changed later from the team page.
Invite someone
- Open the web dashboard and go to Settings.
- Under Invite team members, enter the person's email and choose a role. For reps, choose whether they work in the field or in the office.
- Send the invitation. Roonly checks that a seat is free for that role first; if your plan is out of seats for the role, you will see a message saying so instead of an invitation.
The person receives an email with a join link. You can also copy the link from the pending invitations list in Settings and send it yourself, which is useful for reps who do not check email. One invitation per email address at a time: if someone did not get it, copy the existing link rather than sending a second one.
What the invited person does
- Open the join link in a browser and sign up with the same email address the invitation was sent to. A different address will not match the invitation.
- Sign in. The workspace and role are applied automatically.
- Reps then install the mobile app and sign in with that account. Managers and admins use the web dashboard, and can install the app too.
Invitations expire seven days after they are sent. If the link has expired, delete the pending invitation in Settings and send a new one.
Seats
Your plan includes a number of seats per role. Settings shows how many are used and how many remain for admins, managers and reps. Removing a member frees their seat. If you need more seats for the season, contact support and the change is made on your account before you invite the next person.
Manage the team
Open Team, then Manage. Each member shows their role and, for reps, whether they are field or office. From here you can change a role, move a rep between field and office, and remove someone who has left the company. Removing a member ends their access immediately and keeps their conversations and scores in the workspace, so the team's history is intact.
If a rep cannot sign in
- They signed up with a different email than the one invited. Delete the pending invitation, re-invite the address they used, and have them sign in again.
- The invitation expired. Send a new one.
- They have an account in another company's Roonly workspace with the same email. Ask them to sign out of it first, or contact support to move the account.
Related
Still stuck? Contact support.