Team and roles

Settings → Team is your workspace roster: who’s in it, what role they hold, which sales team they belong to, and who approves discounts.

Who can use it: everyone can see the roster. Only an Admin can invite or remove people, change roles and teams, manage the extended team, or edit the approval ladder. Everyone else sees the page read-only.

Screenshot coming soonThe Team page showing the Members roster

Roles

Role	Sees	Can do
Admin	Every deal in the workspace	Everything, including editing all workspace settings and managing the team. Final approver on the discount ladder.
Manager	Every deal in the workspace	Work any deal, approve discounts within the Manager limit, open Integrations, read revenue goals, edit message templates and billing entities. Other workspace settings are read-only.
Sales Rep	Only the deals and records they own	Work their own deals: approve the Shadow’s drafts, build quotes, run the Buyer Space. Workspace settings are read-only, and Integrations and revenue goals are hidden.
Viewer	Only the records they own	Read-only. Can’t create or change anything.

A workspace must always keep at least one Admin, and you can’t remove your own Admin role.

Invite a member

1. Click Invite member.
2. Enter their Email, and optionally their Full name (they can set it themselves).
3. Choose a Role and, optionally, a Team they’ll join when they accept.
4. Click Send invite.

They get an email with a link to set a password and join. Pending invites appear in the roster tagged Invite pending; use the row menu to Resend invite or Revoke invite.

Import from your CRM

If HubSpot is connected, open the arrow next to Invite member and choose Import from CRM…. Shadows reads your CRM’s users and teams (nothing changes yet). For each CRM team choose Create, Link to… an existing team, or Skip; for each person choose a role and Invite, Set team or Skip. Then click Import.

Edit the roster

Every cell in the Members table edits in place and saves when you leave it:

• Role — pick Admin, Manager, Sales Rep or Viewer.
• Team — pick a team, or type a new name to create one.
• Phone — a contact record only. Shadows never sends messages to it.
• Workspaces — if your organization has several workspaces, choose which ones this person can work in. You can only grant workspaces you own, and their role in each is set on that workspace’s own Team page.

Use the row menu to Send password reset or Remove from workspace. Removing someone ends their access immediately; their deals and activity stay.

To rename or delete teams, open the arrow next to Invite member and choose Manage teams…. Deleting a team keeps its members in the workspace with no team.

Extended team

The extended team is for colleagues outside sales, such as Legal, Finance or Security, who need to be reached about deals but don’t need a login. They can’t open a deal, a Buyer Space or the Cockpit; they only receive what’s pushed to them, for example when a seller asks the Shadow to “loop in Legal”.

1. Click Add colleague on the Extended team card.
2. Enter their Full name, Email and Department.
3. Choose Notify via: email, a Slack channel, a Slack DM or Teams. Slack and Teams destinations are picked from your connected workspace.
4. Click Add.

Approval ladder

The Approval ladder card sets how far each level may discount off list price before someone more senior has to approve. It applies to everyone in the workspace.

Level	Rule
Sales Rep	Self-approves up to this limit. A quote at or under it needs nobody else.
Manager	Above the Sales Rep limit and up to this one, the quote goes to a Manager, the requester’s own team manager where they have one.
Admin	Anything above the Manager limit goes to an Admin. No upper limit.

Type each limit as a percentage; it saves when you click away. The Manager limit can’t be lower than the Sales Rep limit. Use the switch to turn the discount rule on or off.

Once an approver approves a discount on a quote, the seller can set that same quote up to the approved amount without asking again. It doesn’t change their limit on any other quote.