The Wraptor handbook

Team — add your people and control who sees what

Who it's for

Team is for the owner or manager who runs the shop: the person adding installers and designers, deciding who can see billing or settings, and keeping the staff list current as people come and go. It sits behind the Team Management permission, which only the Manager role holds by default — it is the control room for everyone else's access.

Where it fits

Team is a tab inside the Shop hub, next to the rest of your shop plant. You set it up early and come back whenever staffing changes. It is the source of truth for two things the rest of Wraptor relies on: who works here (so you can assign them to jobs and schedule them) and what each role is allowed to do (so the right screens show up for the right people). See Workflow map for the lifecycle and Personas for the standard roles.

Overview

Team has two tabs of its own:

Members — everyone on your staff, one card each: role, contact details, login status, and how many jobs they are assigned to. Add, edit, deactivate, delete, or re-send an invite here.
Roles & Permissions — your roles (Manager, Designer, Production, Installer to start, plus any you create) and the Permission Matrix, where you click a cell to grant or remove one role's access to one part of Wraptor.

A key idea: a team member is not always a login. You can add an installer just to assign and schedule them, with no email and no account. Anyone whose role reaches billing, settings, or the team itself must have an email, because they have to be able to sign in.

Every member carries a status. A green dot on the avatar means they have signed in — the header counts those as connected. Invited with a date means an invite email went out and they have not signed up yet. Pending signup covers everyone else who has never signed in: the invite did not send, or you added them with no email at all. Deactivated means they are switched off.

Open Shop → Team from the sidebar. The address is /shop?tab=team, and an old /team link redirects there. The Shop hub's other tabs — Bays, Inventory, Purchasing, Files and Equipment — sit beside it, and you only see the ones your role can open.

A stat strip runs across the top: members, active, connected and total jobs, with the Add Member button on the right.

Members tab A card per person: initials or avatar with the connected dot, name, status line, role badge, email, phone, and the job-assignment count. The … menu on each card holds Edit, Resend invite (only for someone with an email who has not signed up), Deactivate or Activate, and Delete — which reads Revoke invite for that same not-yet-signed-up person. If you have invited somebody who already has their own Wraptor account, they sit under Invited — awaiting response below the grid, each with a Revoke button.

Roles & Permissions tab Two cards:

Roles — a chip per role with its color, its member count, and a Default badge on the four built-ins. The pencil edits a role's label and color; the trash deletes a custom role; Add Role creates one.
Permission Matrix — a grid with every permission down the side and your roles across the top: Dashboard, Jobs, Customers, Billing & Quotes, Calendar, Inventory, Files, Vehicles, Reports, Team Management, Settings, AI Assistant, Messaging, Proofs, Daily Ops, Colors, Fleet, Wrap Studio, Shared Inbox, Marketing, Payroll and Handbook. Click any cell to toggle it — a green check is granted, a grey cross is not. Changes save as you click.

On a phone On a narrow screen the Team tab is a read-only list: name, role, status, a role badge and a call button. Any Invited — awaiting response rows still carry Revoke, but there is no Add Member button and no Roles & Permissions tab. Add people and edit roles from a computer or tablet.

Capabilities

Manage your staff

Add a member with an email, name, phone and role.
Edit their details or move them to another role.
Deactivate someone (reversible) or delete them (permanent).
Re-send an invite that never arrived.
See how many jobs each person is assigned to.

Invite by email

Adding someone with an email sends a branded invite — subject "{your name} invited you to join {shop} on Wraptor", button Set up my account → — and the member shows as Invited.
Wraptor suggests a Name from the address once you leave the email field. Overwrite it whenever it guesses wrong.
Leave the email blank and you get a name-only record with no login.

Bring over someone who already uses Wraptor

If the address belongs to another Wraptor account, sending swaps the taken-email error for an offer: Invite them to join as {role}.
They get a notification on their bell and an email with Review the invite →, and answer from their own account.
Accepting moves them into your shop and out of their old one. You get a bell either way, and can withdraw a pending invite with Revoke.

Control access with roles

Start with four built-in roles: Manager, Designer, Production, Installer.
Create custom roles with their own label and color. A new role starts with nothing granted — switch its permissions on in the matrix.
Flip any permission on or off per role. Access updates the next time that person loads a page.

Track who is signed in

The stat strip counts connected members. The cards spell out who is still invited or pending.

Step-by-step tasks

Add a team member
1. Open Shop → Team → Members and click Add Member.
2. Type their Email first. Wraptor fills in a Name from it — correct it if it is wrong — and add a Phone if you have one.
3. Pick a Role card. The line under the cards says what that role can use.
4. Click Send invite. They get the invite email and read as Invited with today's date until they sign up.
Add an installer you only schedule (no login)
1. Leave Email blank, enter their name, and pick the Installer role.
2. The button now reads Add member. They appear in job-assignment and scheduling lists without an account, and their card reads Pending signup because they have never signed in.
3. Roles that reach billing, settings or the team cannot be added this way — the email field is marked required and the helper says the role needs a login.
Bring over someone who already has a Wraptor account
1. Fill in Add Team Member as usual and click Send invite. Wraptor answers that the address already has a Wraptor account and offers Invite them to join as {role} — the label follows whichever role card is selected.
2. Click it. They move to Invited — awaiting response on your Members tab.
3. They open Team invites in their own account and choose Accept or Decline. Accepting moves them out of their old shop: assignments and schedule links there are removed, direct messages there are deleted, a running timer stops, and a connected email sync is disconnected.
4. Some accounts cannot accept yet: someone who still owns a shop with other active members or a live subscription, or who is the last person with Team Management access there, is blocked until that shop is settled. If your own shop is out of seats when they accept, the move is refused and you get a bell telling you to add a seat and ask them to accept again.
5. A decline is final for a week, and you can send at most three invites a day to the same person.
Create a custom role
1. Go to Shop → Team → Roles & Permissions and click Add Role.
2. Give it a Label, pick a Color, then click Create Role.
3. In the Permission Matrix, click the cells in that role's column to grant exactly what it should reach. Until you do, the role can open nothing.
Adjust what a role can do
1. On the Roles & Permissions tab, find the permission row (say Reports) and the role's column.
2. Click the cell to toggle it. The change is immediate — members in that role gain or lose the screen on their next page load.
Re-send or withdraw an invite
1. For someone who has not signed up, open the card's … menu and choose Resend invite. The old link dies and a fresh email goes out.
2. To cancel it outright, choose Revoke invite. The link stops working and the row leaves the list.
3. For someone who already had a Wraptor account, use Revoke on their row under Invited — awaiting response.
Remove someone who left
1. Prefer Deactivate in the card's … menu. It is reversible, keeps their history, and ends their access immediately — a deactivated member has no session at all.
2. To remove them for good, use Delete. The dialog names how many job assignments go with them, and the toast afterwards says how many were removed.
3. You cannot deactivate or delete your own account, and Wraptor refuses either one if it would leave nobody active and signed up with Team Management access.

Settings & permissions

Who can use it The Team tab needs the Team Management permission ("Manage team members & roles"). Of the four built-in roles only Manager holds it, because Manager starts with every permission. Designers, Production and Installers never see the tab; a /shop?tab=team link opens the first Shop tab they can use instead, or the jobs board if they can open none. If an office admin should manage staff, grant their role Team Management — but that also lets them change everyone else's access.

Some roles must have an email A role holding Billing & Quotes, Settings or Team Management needs a login email. The Add and Edit dialogs mark the field required and refuse to save without it.

Seats and your plan Active members count against your plan's seat limit: Wraptor Starter includes two seats, and Wraptor Shop and Wraptor Fleet are unlimited. On Starter, adding a third opens Add another team member?: confirm Upgrade to Wraptor Shop and Wraptor prorates the change and sends the invite straight away. Deactivating someone frees their seat. Editing and role changes are never limited. See Plans.

Tips & common pitfalls

Deactivate is safer than delete. Deactivating keeps the person's history, frees their seat, and can be undone. Deleting removes their job assignments, their direct-message conversations, and their private assistant chats. It keeps what the shop still needs: job notes, status history and team messages stay, credited to Former member, and shop inbox mail is handed to another manager.
Do not lock yourself out. Wraptor blocks the last route out. You cannot deactivate or delete the last active, signed-up member with Team Management access, and the matrix refuses to strip Team Management from the last role that has it. Both refusals say the same thing: at least one active member needs Team Management access.
A new custom role can open nothing. Roles are created empty. Turn on its matrix cells before you put anyone in it.
"Invited" and "Pending signup" mean different things. Invited means the email went out and is waiting to be used. Pending signup means no invite is on record — if they have an email, use Resend invite on the card; if you added them without one, that is just how a no-login member reads.
Permission changes are live. Toggling a matrix cell takes effect on the member's next page load — no need to re-add them.
Built-in roles cannot be deleted, and neither can a role that still has people in it: "Cannot delete a role with assigned users. Reassign them first."
Editing a pending member's email replaces their invite. The old link is cancelled and the card falls back to Pending signup, so send a fresh one.
Do this from a computer. The phone view lists your people but cannot add one or change a role.

Onboarding — your first Manager and shop are set up here; add the rest of the team afterward.
Settings — the other Manager-only configuration area.
Plans — your seat limit and how to raise it.
Jobs — assign team members to jobs (installers appear there).
Calendar — schedule team members for installs.
Messages — team chat; deleting a member clears their direct-message conversations.
Inbox — the Shared Inbox permission, granted per role in the matrix.
Workflow map · Personas