Knowledge Base
Administration
Manage Your Team & Roles
Learn how to add users, assign roles, configure resource planning, and manage team capacity.
Overview
OneBob uses a role-based access system with four distinct roles. Each role has specific permissions that control what users can see and do within the CRM.
Four roles: Admin, Manager, Member, and Limited Member
Invite users via email with automatic account setup
Resource roles and capacity planning for projects
Estimated time: 5-10 minutes to set up your team.
Before You Begin
You need Admin access to manage users and roles.
Check your plan's user limit. Each plan allows a specific number of team members.
Plan your team structure: decide which role each person needs before inviting them.
Prepare email addresses for all team members you want to invite.
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Step 1: Understand the Roles
Familiarize yourself with the four roles available in OneBob:
1Admin: full access to all features, settings, and user management. Can see all data across the organization.
2Manager: can view and manage all deals, customers, and team members' activities. Cannot access system settings.
3Member: can manage their own deals and customers. Can only see data assigned to them.
4Limited Member: limited to project-related features. Can log time and view assigned projects.
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Step 2: Invite Team Members
Add new users to your OneBob account:
1Go to Settings → Users in the main navigation.
2Click Add User and enter the user's name, email address, and select a role.
3The user will receive an invitation email with a link to set up their password and log in.
4You can track pending invitations and resend them if needed.
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Step 3: Configure Resource Roles
Set up resource roles for project planning and time tracking:
1Go to Settings → Resource Roles to create roles like "Developer", "Designer", or "Consultant".
2Set an hourly rate for each resource role. It is used for project cost calculations.
3Assign resource roles to team members so they can be allocated to projects.
4Resource roles are separate from user roles: a Member can also have a "Consultant" resource role for project work.
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Step 4: Set Team Capacity
Configure weekly capacity for resource planning:
1Go to Settings → Team Members to manage capacity settings.
2Set the weekly hours available for each team member (e.g., 40 hours for full-time, 20 for part-time).
3The Resource Forecast uses these values to show capacity vs. demand by role.
4The Team Calendar displays a weekly utilization grid so you can spot over- or under-allocated team members.
5The Team Gantt view provides a timeline of project assignments across your team.
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Step 5: Manage Users Over Time
Ongoing user management tasks:
1Edit a user's role from the user detail page. Changes take effect immediately.
2Deactivate users who leave the team. Their data is preserved but they can no longer log in.
3Reassign deals, customers, and projects to other team members before deactivating a user.
4Monitor your plan limits and upgrade your plan if you need more user seats.
5Review the activity log to track user actions and maintain an audit trail.
Tips & Best Practices
Start with minimal permissions: assign the least privileged role that still allows the user to do their job. You can always upgrade later.
Use the Manager role wisely: this role can see all data. Only assign it to people who need full visibility across the team.
Set accurate capacity: realistic weekly hours improve resource forecasting and prevent over-allocation.
Deactivate, don't delete: deactivating users preserves their history and data. Deleting is permanent.
Review roles quarterly: as your team grows, periodically review who has which role to maintain proper access control.
Role Permission Reference
The table below summarizes the access level for each role in OneBob.
| Role | Access Level |
|---|---|
Admin |
Full access to all features, settings, users, and data. Can manage billing and integrations. |
Manager |
View and manage all deals, customers, and activities. Can manage team pipelines and reports. |
Member |
Manage own deals and customers. Can only see data assigned to them. |
Limited Member |
Access to assigned projects only. Can log time entries and view project details. |
Need Help?
If you need assistance managing your team, our support team is happy to help. Reach out via the contact page and we'll guide you through the process.
Contact SupportReady to set up your team?
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