Managing your team

Your team is the set of people who can sign in to your vehReports account — the inspectors out on the forecourt, the manager keeping things moving, whoever looks after the bills. This guide covers everything to do with managing them: inviting people and choosing the right role, chasing or cancelling invitations that haven't been accepted, changing what someone can do, removing access when they leave, and handing the whole account over to someone else.

Everything here is free. Adding, inviting, changing or removing team members never uses a credit — credits are only ever spent when you sign off an inspection report or sign a rental agreement. Invite as many colleagues as your business needs.

#Who can manage the team

Managing the team is an Owner job, with one part — billing — that only the Owner controls. In short:

• The Owner has full access, including inviting and removing people, changing roles, and transferring ownership.
• A Manager runs the day-to-day and can view credits, but cannot manage billing.
• Inspectors carry out inspections, rental agreements and licence checks, with no billing access.
• Billing users look after credits, orders and invoices, and can view reports and agreements, but don't run inspections.

If you're not the Owner and you can't see the team controls, that's expected — ask whoever owns your account to make the change, or to transfer ownership to you. For a full breakdown of what each role can and can't do, see Roles explained — Owner, Manager, Inspector and Billing.

You manage everyone from your team settings.

#Inviting a team member

You add colleagues by email invitation. They don't need an existing vehReports login — the invitation walks them through setting one up.

#How to send an invite

1. Open your team settings.
2. Start a new invitation.
3. Enter the person's email address. Use the address they'll actually sign in with — the invitation goes there.
4. Choose their role (Owner aside — see below). This sets exactly what they can do once they join.
5. Send the invitation.

The person receives an email inviting them to join your company. When they accept and set up their sign-in (name and password), they get access at the level you chose — straight away, with nothing further for you to approve.

#Choosing the right role

Give people the least access they need to do their job. An inspector out doing handovers doesn't need to see your invoices; someone reconciling the accounts doesn't need to be editing templates. Starting tight is safer, and you can always widen access later as someone takes on more — see changing a role below.

A quick guide:

• Going out to inspect vehicles, complete handovers/returns, or run licence checks → Inspector.
• Overseeing the operation — managing customers, vehicles, templates and the team's work, and keeping an eye on the credit balance — but not handling payment → Manager.
• Buying credits, handling orders and downloading invoices, while being able to see reports and agreements for reference → Billing.
• Full control, including billing and the ability to hand the account on → Owner (there's only ever one — see transferring ownership).

You cannot invite someone as the Owner. Every account has exactly one Owner, and ownership is moved deliberately rather than handed out in an invite. To make someone else the Owner, invite them with another role first (Manager is the usual choice), then transfer ownership to them.

#What it costs

Nothing. Inviting people and the seats they take up are free — credits only come into it when work is signed off. New accounts also start with a handful of free welcome credits (about 10) to get going. If you're unsure what is and isn't chargeable, see Understanding credits.

#Managing pending invitations

An invitation stays pending until the person accepts it. While it's pending you have two options in your team settings.

#Resending an invite

If the invitation hasn't arrived — most often because it's landed in a spam or junk folder — resend it. This sends the same invitation again. It's worth asking the recipient to check their spam folder and add your sender address to their contacts before you resend.

#Revoking an invite

If you sent it to the wrong address, or you no longer need that person, revoke the invitation. Once revoked, the link in the original email no longer works and they can't join. If you revoke by mistake, simply send a fresh invitation.

#What if they never accept?

A pending invitation isn't a team member — they have no access until they accept and set up their sign-in. There's no rush, but if it's been a while it's worth resending (in case the email went astray) or revoking and starting again with the correct address.

#Changing someone's role

People's responsibilities shift — an inspector steps up to manage, or a colleague picks up the billing. You don't need to remove and re-invite them; just change their role.

1. Open your team settings.
2. Open the member you want to change.
3. Choose their new role.

The change takes effect immediately — the next time they use the account, their access matches the new role. Nothing they've already done is affected; changing a role only changes what they can do from now on.

A few things worth knowing:

• Their work stays put. Reports, agreements and licence checks they created remain on file regardless of their role.
• You can move people in either direction — widening access (Inspector → Manager) or narrowing it (Manager → Inspector) — as often as you need.
• You can't set someone to Owner here. Ownership is a separate, deliberate step — see transferring ownership. Use a role change for everything except making a new Owner.

#Removing someone

When a colleague leaves, or no longer needs access, remove them from your team settings — open the member and remove them. They lose access to your company straight away.

Removing a person does not remove their work. The reports, agreements and licence checks they created stay on file — signed reports and agreements are permanent records and remain intact for your audit trail. Removing someone simply revokes their sign-in to your account; it doesn't undo anything they did.

If you only want to take away part of someone's access — say, stop them buying credits — you may not need to remove them at all. Change their role to one with narrower access instead.

#What if they belong to more than one company?

Removing someone only removes them from your company. If they're also on another company's account (for example a contractor working across two businesses), that access is untouched — they just won't see your company in their company switcher any more.

#Can I remove the Owner?

No. There's always exactly one Owner, and you can't remove the person holding that role. If the Owner is leaving, transfer ownership first to whoever's taking over. The former Owner then becomes a Manager and can be adjusted or removed like anyone else.

#Transferring ownership

Ownership can be passed to another team member — for example when the business changes hands, or the original Owner moves on. Because billing and full team control move with it, this is a deliberate, confirmed step rather than a casual role change.

#Before you transfer

• Pick someone who's ready for billing and team management. Both move to the new Owner. If all you actually need is for someone to handle payments — buying credits, downloading invoices — the Billing role covers that without giving up ownership. Transfer ownership only when you genuinely want someone else in overall control.
• The new Owner must already be a member of your company. If they're not yet, invite them first (Manager is the natural choice), let them accept, then transfer.

#How to transfer

1. Open your team settings.
2. Start the ownership transfer.
3. Choose the member who'll become the new Owner.
4. Confirm the transfer when prompted.

#What changes

• The member you chose becomes the Owner, with full access — including billing and the ability to transfer ownership again in future.
• You (the previous Owner) become a Manager. From there you can be adjusted to another role or removed like any other member.

There's no in-between state — ownership moves cleanly from one person to the other, and there's still exactly one Owner afterwards.

#What if I transferred to the wrong person?

Ownership can be transferred again, but only by whoever holds it now. If you've handed it to the wrong colleague, ask the new Owner to transfer it back (or onward) to the right person. This is exactly why the confirmation step exists — to make an accidental transfer hard to do by mistake.

#Common questions

Does any of this cost a credit? No. Invites, role changes, removals and ownership transfers are all free. Credits are only ever spent when you sign off an inspection report or sign a rental agreement.

Will I be told when someone accepts an invite? vehReports keeps a team activity log of who did what, which is the place to confirm changes to your team. There's no in-app notification bell — any alerts are sent by email or SMS, depending on your notification settings.

Someone left but their reports are still showing — is that right? Yes. Removing a person never removes their work. Signed reports and agreements are permanent records and stay on file for audit, even after the person who created them has gone.

Can I have two Owners? No. There's always exactly one Owner. If two people both need to manage billing, the answer is the Billing role: the Owner keeps overall control, and the second person takes the Billing role to handle credits, orders and invoices. Only one person can ultimately hold ownership.

Someone needs to manage payments but nothing else — what role? The Billing role. They can buy credits, handle orders and download invoices, and view reports and agreements, without touching inspections, customers or team settings. See Roles explained and Managing billing.