Team and technicians

Settings › Teams is where you add the people who work in your business. There are two kinds:

• Team members log in to Setaflow with their email. Each one has a role (Admin or Staff) and takes a seat on your plan.
• No-login task collaborators are technicians and site people who never log in. They get task messages on WhatsApp and reply there. They don’t take a team seat.

Go to Settings › Teams. The top line counts your people by role, for example 1 owner · 1 admin · 1 staff.

1. New Team Member: add a person who logs in, or a technician with no login.
2. No-login task collaborators: technicians who work on WhatsApp only.

Tip

Most technicians don’t need a login. Add them as No login with their WhatsApp number. They get each field job on WhatsApp and close it there with photos.

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The Team Members table

Column	What it shows
Name	The member’s name
Email	The email they log in with
Role	Owner, Admin or Staff
Departments	The departments they belong to
Status	A switch: Active, or Deactive if they can no longer log in
Last Updated	When the member was last changed

Use Filter by department to show one department only. The ⋮ menu at the end of a row has Edit and Delete member (not on your own row).

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Add a team member who logs in

1. Click New Team Member. The Create Team Member dialog opens.
2. Under Access, choose Login.
3. Fill in First Name, Last Name and Email.
4. Pick a Role, such as Admin or Staff, and the Status.
5. Pick Departments if you use them. Add departments in Settings › Tags › Department.
6. Click Save, or Cancel.

Note

Only the Owner (and the Setaflow team) can add team members. Your plan sets how many team members you can have. When you reach the limit, the button says Your plan includes that many team members and asks you to upgrade. You can still add a no-login collaborator.

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Add a technician with no login

1. Click New Team Member.
2. Under Access, choose No login. It adds a no-login task collaborator, which counts against your plan’s no-login task collaborators, not team seats. The dialog becomes Add No-login Task Collaborator: A technician or site person who never logs in. They get task messages on WhatsApp and reply there.
3. Fill in First Name and Last Name.
4. Type the WhatsApp number with the country code, for example 919876543210.
5. Add an Email (optional).
6. Click Save, or Cancel.

They now appear under No-login task collaborators. If your plan has a limit, the card shows how many you’ve used.

To remove one, click remove on their row and confirm. They stop being a no-login task collaborator and can’t be given new tasks. The contact and its history are kept.

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Deactivate a team member

1. Turn off the Status switch on their row.
2. If they still have open conversations, Setaflow asks you to Hand over open conversations:
   • Give them all to one person: pick the team member who takes over.
   • Department round-robin: share them out across the department.
3. Confirm.

A deactivated member can’t log in. Their history stays.

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Common errors

Message	What to do
First name is required	Type a first name.
Email is required	A login member needs an email.
Enter the WhatsApp number with country code	Add the country code, for example 91.
Please select a role	Pick a role.
This number already belongs to a contact.	Use a different number, or check the existing contact.

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Where it shows up

• Team members can be assigned conversations, records and tasks.
• No-login collaborators can be picked as the assignee of a field job.

Good to know

• Roles decide what each team member can see and do. See Roles and permissions.
• Technicians have no login. They work on WhatsApp only.

What’s next?

• Decide what each role can do
• Assign a field job

Related articles

• Roles and access
• Task types