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Team Management

Control who has access to your Heffl workspace and what they can do. Manage team members, define roles, and create custom permission sets.

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Inviting team members

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Sending invitations

  1. Go to Settings > Team
  2. Click Add Member
  3. Fill in the member details:
FieldDescription
EmailThe member’s email address (invitation sent here)
First NameMember’s first name
RoleOwner, Admin, or Member
Permission Set(Optional) Assign a permission set for Members
  1. Click Send Invitation
The invited person receives an email with a link to accept the invitation and set up their account.

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Invitation management

  • View pending invitations in the team settings
  • Resend invitations if the email was missed
  • Delete invitations to revoke access before they’re accepted

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Roles

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Owner

  • Full access to all features and settings
  • Can manage billing and licenses
  • Can assign any role to team members
  • Can delete the workspace

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Admin

  • Access to most features and settings
  • Can invite and manage team members
  • Can assign Admin or Member roles (not Owner)
  • Cannot access billing or delete the workspace

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Member

  • Access is controlled by their assigned permission set
  • Cannot access team or workspace settings
  • Best for team members who need access to specific modules

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Permission sets

Permission sets define exactly what a Member-role user can access. Create sets that match your team’s responsibilities.

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Creating a permission set

  1. Go to Settings > Permissions
  2. Click Add Permission Set
  3. Name the set (e.g., “Sales Representative”, “Project Coordinator”)
  4. Toggle individual permissions on or off

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Available permissions

Permissions are grouped by module. Each permission controls a specific action: CRM Permissions:
PermissionActions
ContactsView, Create, Update, Delete, Export
LeadsView, Create, Update, Delete, Export, Convert
DealsView, Create, Update, Delete, Export
CRM TasksView, Create, Update, Delete
CRM ReportsView
Sales Permissions:
PermissionActions
InvoicesView, Create, Update, Delete, Export
QuotationsView, Create, Update, Delete, Export, Convert
PaymentsView, Create, Update, Delete
ProductsView, Create, Update, Delete
Recurring InvoicesView, Create, Update, Delete
Sales OrdersView, Create, Update, Delete, Convert
Project Permissions:
PermissionActions
ProjectsView, Create, Update, Delete
Project TasksView, Create, Update, Delete
ActivitiesView, Create, Update, Delete
TimesheetsView, Create, Update, Delete
TemplatesView, Create, Update, Delete
Other Permissions:
PermissionActions
InboxView, Create messages
File ManagerView, Upload, Delete
Document TemplatesView, Create, Update, Delete

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Duplicating permission sets

Save time by duplicating an existing set and making adjustments:
  1. Open a permission set
  2. Click Duplicate
  3. Rename the copy
  4. Adjust permissions as needed
Create a base permission set for each department (Sales, Operations, Finance) and duplicate it for role variations within that department.

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Assigning permission sets

Assign a permission set when inviting a member or update it later:
  1. Go to Settings > Team
  2. Select a team member
  3. Choose a permission set from the dropdown
A member can only have one permission set at a time.

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User profile

Each team member can manage their own profile:
  1. Click your avatar in the top corner
  2. Go to Profile

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Profile settings

SettingDescription
NameYour display name across Heffl
PasswordChange your account password
DevicesView and manage logged-in devices

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Device management

View all devices where your account is logged in:
  • Device type and browser
  • Last active time
  • Revoke access to specific devices

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Licensing

Each team member needs an active license seat. Manage licenses in Settings > Billing.
ActionDescription
View licensesSee total, assigned, and available seats
Assign licenseAllocate a seat to a specific member
Purchase licensesAdd more seats as your team grows

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FAQ

Yes. Go to team settings, select the member, and change their role. The change takes effect immediately.
Role determines the level of system access (Owner > Admin > Member). Permission sets provide granular control within the Member role, specifying exactly which modules and actions they can access.
Yes. A workspace can have multiple Owners, though it’s recommended to keep this limited for security.
All records they created or were assigned to remain in the workspace. Their name still appears in historical records and activity logs.