How to add team members to your organization

Summary:

Learn how to add, manage, and remove team members in OpenSolar. This guide covers inviting new users, assigning the right roles and project access, reassigning projects when responsibilities change, and safely removing team members from your organization.

Who can manage team members

You need permission to manage Team settings, which is typically available to Admin users.

If you don’t see Control > Company > Team > Team Members, ask an Admin in your organization to add or manage the team member for you.

Add a team member

Open Control from the top-left corner.
Go to Company > Team > Team Members.
Click + Add Team Member. This opens the Invite Team Member page.
Enter the team member's work email under Send email invitation to…. An email address is required.
Select a Role. The assigned role determines what the team member can see and edit in OpenSolar. You can select a predefined role or a custom role created under Control > Company > Team > Custom Roles. Read here about custom roles.
Enter their first name, last name, phone number, and job title as needed. Names are optional, but we recommend adding them so the team member's information displays correctly on proposals.
Optional: Use Grant access to projects from these users if the team member should be able to access projects assigned to specific users without having access to every project in the organization.
Click Save.

The team member will receive an email invitation prompting them to create a password and join your organization.

Note: You can also invite users during the initial account setup using Add team members. This follows the same invitation process.

For more information about predefined roles and permissions, see How to create custom roles and add team members.

Assigning the Correct Access:

The role drop-down will determine what your team member has access to within your organization. By default, the following pre-created roles are available:

Roles	Description
Admin	Has complete access to all parts of the app and all projects. This role should be reserved for business owners and senior leaders. Can view all projects
General Manager	Intended to be a manager who oversees the organization. Has permissions to view pricing and costing, but cannot edit them. By default can view all projects and all contacts.
Sales Manager	Intended to be an individual who manages salespeople, and therefore needs visibility into their work, but cannot manage admin settings. By default can only view projects that are assigned to them (however, this can be updated by linking other roles to this role), and can view all contacts.
Designer	Can design projects, but has limited access to other parts of the app. By default can only view projects that are assigned to them (however, this can be updated by linking other roles to this role), and can view all contacts.
Salesperson	Has permissions to be able to update the project in order to be able to sell to the end customer, but does not have the ability to update the design. By default can only view projects that are assigned to them (however, this can be updated by linking other roles to this role), and can view all contacts.
Contractor	Intended to be used by in-house installers and contractors. Can view details about the project and upload files, but cannot edit the design or see any costing. By default can only view projects that are assigned to them (however, this can be updated by linking other roles to this role).
Subcontractor	Similar to the contractor, but with even fewer permissions. Intended for external installers/contractors. By default can only view projects that are assigned to them (however, this can be updated by linking other roles to this role).

You can pick between our pre-created roles or create a custom one.

If they don’t receive the invite

Go to Team Members, locate the person who has not yet logged in, and click Resend. If their original invitation has expired, this will send them a new invitation link.

You should also:

Ask them to check their spam or junk folder.
Confirm that their email address was entered correctly.
If the wrong email address was used, delete the pending team member and send a new invitation to the correct address.

If, after doing this, the team member still does not receive the invitation, have them access https://app.opensolar.com/password-reset and add their email on the page. It will trigger the same email to set the password.

Removing the team member from the organization:

Projects must be reassigned before the person is removed from the organization. OpenSolar does not bulk-move all of someone’s projects in one click — filter their list, then change the assignee on each project.

Find their projects

Go to Projects.
Filter by Assigned Team Member and select the person who is leaving.
Open each project in that list.

Change the assignee

Open the project and go to the Manage tab.
Open Team.
Change Assigned Team Member to the person taking over.
Save.

That person becomes the project owner for notifications, proposal details, and (for roles that only see their own work) project visibility.

Remove a team member

Finish reassignment (above).
Go to Control > Company > Team > Team Members.
Find the person and click Delete, or open Edit and delete from there.
Confirm.

You cannot delete:

Yourself from this list
A member still tied to payment requests or payment methods — reassign those first, then delete

Removing a team member does not delete their projects. The organisation keeps the projects, designs, and files.

If you removed the wrong person, invite them again with the same email. They are a new team member; you still need to put them back on any projects they should own.

What happens if you remove them first

Projects stay in the organisation, but Assigned Team Member is cleared.

Admins and others who can see all projects can still open them and assign a new owner.
People who can only see their assigned projects will lose those jobs until an admin reassigns them.

That’s why we recommend reassigning first, then deleting.

How to create custom roles and add team members
How to connect and share projects to external organizations using Teams (connecting other companies, not inviting staff into your org)

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