How to invite and manage your team

PoolBeacon is built for a crew, not just a solo. Invite admins and techs by email, choose exactly what each role can see, and keep your seats in view. Everyone works off the same customers, schedule, and history.

Owner

The account creator. Manages the payment method and subscription and changes roles. Exactly one per account.

Admin

Full access except the payment method and canceling. Can change the plan (the owner is emailed).

Tech

Logs visits and sees their route. Cannot edit customers, pricing, or invoices.

Step by step

Invite, assign a role, set access

  1. 1

    Open Settings, then Team

    In the office view, go to Settings, then Team. That one page has everything: how many seats you are using, a form to invite teammates, your current members, and (for the owner) the controls for what techs can see. Only owners and admins can open it.

    The seats readout on the Team page showing 4 of 10 seats in use, 1 pending invite, a Seats available badge, and the Crew plan
    Seats in use counts active members plus pending invites. Every plan includes every feature; plans differ only by seat count.
  2. 2

    Invite a teammate by email and pick their role

    Enter their email, choose Admin or Tech, and click Send invitation. The link is valid for 7 days, and they set their own password when they accept. An admin can do everything except manage the payment method or cancel the subscription. A tech can log visits and see their route, but cannot edit customers, pricing, or invoices. There is no second owner to invite: ownership is the account itself, not an invite.

    The Invite a teammate form: an email field, a Role dropdown set to Tech, and a Send invitation button
    Invite by email and choose the role. The invite link is good for 7 days.
  3. 3

    See your members and pending invites

    Active members show with a role badge (Owner, Admin, or Tech). Pending invitations show below with a status you can resend or revoke. Changing someone's role is the owner's call. Owners and admins can remove a tech, and only the owner can remove another admin.

    The Members table with three people: Mike Alvarez (Owner), Priya Nair (Admin), and Marco Reyes (Tech), each Active, with Edit and Delete actions
    Each member shows their role. Status is an icon and a label, so it reads at a glance.
  4. 4

    Set what techs can see (owner only)

    Under Tech permissions, the owner sets account-wide controls: hide customer phone and email from techs, let techs edit their own profile, let techs set visit prices, and let techs edit their own time clock. All start off except the time-clock one, which starts on. Every change is recorded either way.

    The Tech permissions section with four toggles: hide customer phone and email from techs, let techs edit their own profile, let techs set visit prices, and let techs edit their own time clock (the last one checked)
    Owner-only toggles for what techs can see and do. The first three are off by default; the time clock is on.

Good to know

A few things worth knowing

You pay for seats, not features

Every plan includes every feature. Plans differ only by how many seats they cover, and a seat is an active member or a pending invite. When you reach your seat limit, new invitations pause until you upgrade, and the Team page shows how many seats you have left.

Removing someone keeps your records

When you remove a teammate, PoolBeacon fully deletes them only if they were never assigned any work. If they have history (visits, photos), it archives them instead, so those records stay attached and their future visits are cleared. Either way a snapshot is saved under Team, then Offboarding records, which is useful for a wage or hours dispute.

Admins run the day; the owner holds the keys

Admins handle everything day to day and can even change the plan (you get an email when they do). Only the owner manages the payment method, cancels the subscription, and changes anyone's role. There is exactly one owner, the person who created the account.

Questions about your team

What is the difference between an admin and a tech?
An admin has full access except managing the payment method and canceling the subscription; they can even change the plan, and the owner is emailed when they do. A tech can log visits and see their route, but cannot edit customers, pricing, or invoices.
Can I have more than one owner?
No. There is exactly one owner, the person who created the account. You cannot invite or promote a second owner. A separate ownership-transfer flow is planned for handing the account off later.
How long is an invite link good for?
Seven days. If it expires before your teammate accepts, resend it from the Team page. They set their own password when they accept, so you never handle their password.
Do teammates count against my plan?
Yes. Seats in use is your active members plus any pending invites. Every plan includes every feature and differs only by seat count, so at your limit new invites pause until you upgrade to a larger plan.
Can I stop techs from seeing customer phone numbers and emails?
Yes. Under Tech permissions (owner only), turn on "Hide customer phone and email from techs." Techs still see names and addresses so they can do the work; owners and admins always see everything.
What happens to a tech's visits if I remove them?
They are preserved. Anyone with history is archived rather than deleted, so their past visits and photos stay attached, and their future assignments are cleared. A snapshot of what they were assigned is saved to Offboarding records.

Bring your crew on

Every feature is on every plan, starting at $19.99/mo. Start the 3-month free trial, invite your team, and send them the install guide so they are on their route the same day.

Start free trialRead the install guide