Inviting Your Team
SwiftlyCRM uses role-based access control. Every user belongs to a branch and has one of three roles. You can invite as many team members as your plan allows.
Organisation Hierarchy
Plan Limits
| Plan | Max Users |
|---|---|
| Free | 3 |
| Pro | Unlimited |
| Enterprise | Unlimited |
Running out of seats?
On the Free plan, deactivating an existing user frees up a seat immediately. Alternatively, upgrade for unlimited users from $5/user/month.
Roles Overview
| Role | What They Can Do |
|---|---|
| Admin | Full access - manage users, settings, billing, and all data across the branch |
| Sales Rep | Manage their own pipeline, contacts, tasks, and proposals |
| Staff Member | View-only access to shared resources; limited data entry |
Organisation Admins
Some settings apply to your whole organisation rather than one branch - your currency and exchange rates, for example. Those are changed by organisation admins: Admins who can also see and manage every branch. The person who signed your workspace up is one.
An organisation admin can make another Admin one: in Settings → Users, click Edit on the person, switch on Organisation admin and save. They are marked Org admin in the user list.
Keep at least two
Make at least two people organisation admins, so organisation-wide settings never depend on one person being available. The last organisation admin can't be removed, deactivated or deleted.
How to Invite a User
- Go to Settings → Team Members
- Click Invite User
- Enter the person's work email address
- Select their Role and the Branch they belong to
- Click Send Invite
The invitee receives an email with a secure link. The link expires after 48 hours - if it expires, you can resend it from the pending invites list.
Managing Pending Invites
Under Settings → Team Members → Pending, you can:
- Resend an invite if the link expired
- Revoke an invite if the person should no longer join
- See when the invite was sent
Changing a User's Role
- Go to Settings → Team Members
- Find the user and click Edit
- Change their role and click Save
Role changes take effect immediately - the user's permissions update on their next page load.
Removing a User
- Find the user in Settings → Team Members
- Click Deactivate
Deactivated users cannot log in but their data (deals, contacts, notes) is preserved. You can reactivate them later. Deactivating a user frees up a seat on the Free plan.