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Managing Team Members

Shaari lets you build your team by inviting members and assigning them roles and permissions that match their responsibilities. This guide covers everything you need to know about adding, configuring, and removing team members.

Viewing Your Team​

Navigate to Settings > Team to see your current team roster. The team list shows:

  • Name --- The team member's full name
  • Email --- Their login email address
  • Role --- Admin or Member
  • Status --- Active, Invited, or Suspended
  • Last Active --- When they last used the platform

You can search the list by name or email and filter by role or status.

Inviting Team Members​

To add a new team member:

  1. Go to Settings > Team and click Invite Member.
  2. Enter the person's email address.
  3. Select their role: Admin or Member.
  4. If you selected Member, configure their permissions by setting an access level for each permission section.
  5. Click Send Invitation.

The invitee receives an email with a link to accept the invitation. If they already have a Shaari account, the tenant is added to their account. If they are new to Shaari, they are prompted to create a password and complete their profile.

tip

You can invite multiple people at once. Each invitation is independent --- you set the role and permissions individually for each person.

Invitation Status​

After sending an invitation, the team member appears in your roster with an Invited status. The invitation remains valid for 7 days. If the person does not accept within that window, you can resend the invitation from the team list.

Setting Roles​

When inviting or editing a team member, you choose between two roles:

  • Admin --- Full access to everything, including team management and tenant settings. Admins bypass all permission checks.
  • Member --- Access controlled by the permission configuration you define.

To change a team member's role after they have joined:

  1. Go to Settings > Team.
  2. Click on the team member's name to open their profile.
  3. Change the Role dropdown from Admin to Member or vice versa.
  4. If changing to Member, configure their permissions.
  5. Click Save.
caution

A tenant must always have at least one Admin. Shaari will prevent you from demoting the last Admin to Member. If you need to transfer admin ownership, first promote another user to Admin before demoting yourself.

Configuring Permissions​

Permissions only apply to users with the Member role. When configuring a Member's permissions, you see a list of permission sections with a dropdown for each one:

Access LevelWhat It Means
No AccessSection is completely hidden
View OnlyCan see data but not modify it
ContributeCan view and create records, edit own records
Full AccessCan view, create, edit, and delete all records

Set each section independently based on what the team member needs for their job. For example, an accounts payable clerk might have:

  • purchase_invoices: Full Access
  • categories: Contribute
  • suppliers_customers: Contribute
  • analytics: View Only
  • Everything else: No Access

Permission changes take effect immediately. The team member's navigation and available actions update the next time they load a page or navigate within the app.

note

Some permission sections are only visible if your tenant's subscription plan supports them. For example, sales_ar only appears for Plus and Enterprise plans, and hr_management only appears for Enterprise plans.

Removing Team Members​

To remove a team member from your tenant:

  1. Go to Settings > Team.
  2. Find the team member you want to remove.
  3. Click the Remove button (or the actions menu and select Remove from team).
  4. Confirm the removal in the dialog.

When you remove a team member:

  • They immediately lose access to your tenant.
  • If they belong to other tenants, those remain unaffected.
  • Their Shaari account is not deleted --- only their association with your tenant is removed.
  • Records they created (invoices, customers, etc.) remain in your tenant.
  • Activity log entries for their actions are preserved for audit purposes.
info

Removing a team member does not free up a user seat immediately on all plans. The seat becomes available at the start of your next billing cycle or can be reassigned by contacting support.

Best Practices​

Principle of Least Privilege​

Give each team member only the access they need. Start with minimal permissions and increase them as needed, rather than granting full access and restricting later.

Use Admin Role Sparingly​

Limit the Admin role to business owners and IT administrators. Everyone else should be a Member with tailored permissions.

Review Permissions Regularly​

As roles change within your organization, review and update team permissions. An employee who moves from accounting to sales may need a different permission configuration.

Check the Activity Log​

Use the Activity Log to monitor team member actions. If you notice unusual activity, you can adjust permissions or remove access immediately.

Next Steps​

  • Permission Matrix --- Detailed breakdown of what each access level allows per section
  • Activity Log --- Track team member actions across the platform