Adding and managing team members

Your team list controls who can sign in to your Flow account and what they can do once they're in. You invite a person by email, pick a role, and they get access the next time they sign in with the Google account on that email. There's no separate password to set up — Flow is invite-only, and adding someone here is the invitation.

Find it under Settings → Team. Only a tenant owner can view or change the team list. Everyone else who tries to open the page is blocked.

How a new member actually gets access

This is the part worth being precise about, because it doesn't work like most "send an invite" screens.

When you invite someone, Flow creates their account record on your team right away with the email and role you chose. That record is what lets them in: because sign-in is invite-only, Flow will only admit a Google account whose email already exists on a team. So the moment you add foreman@example.com, that person can sign in — but only by clicking Sign in with Google using the Google account for that exact email address.

Two things follow from that, and both matter:

Flow does not send them an email. There's no invitation message, no link, no notification. You have to tell the person yourself — "I added you to Flow, go to the sign-in page and use your Google login" — through whatever channel you normally use.
The email has to be a Google account. Flow signs people in with Google. If the address you invite isn't tied to a Google or Google Workspace login, that person won't be able to get in with it.

Until they sign in for the first time, they'll show in your team list by their email address alone. Once they've signed in, their name and photo from Google fill in.

Invite a team member

Go to Settings → Team.
Under Invite a team member, type the person's email. Use the address on their Google account. Flow lowercases and trims it for you.
Pick a role (see the roles below). New invites default to Field.
Click Invite.

If that email is already on your team, Flow tells you and doesn't add a duplicate — change that person's role instead.

Then, separately, let the person know they've been added so they can sign in.

The roles

Every member has exactly one role. The role decides what parts of Flow they can reach. You can assign four of them from this screen:

Owner — full access, plus the authority to override gates and see the audit trail. Owners are also the only people who can manage this team list, labor rates, and other owner-only settings. Keep the number of owners small.
Estimator — the primary role for intake and bidding (Stages 1–3): scoping jobs, building and sending bids.
Ops — operations and coordination work across scheduling, execution support, and closeout (Stages 3–5 and 7).
Field — the field-crew role for on-site execution (Stage 6).

There's a fifth role, Admin, reserved for Hoi Polloi (Flow's own) staff. You can't assign it from this screen, and you won't normally see it.

A note on how roles are enforced today: this Team screen is gated strictly to Owner — the check is an exact match, so an Estimator, Ops, or Field member can't open it at all. The finer-grained "who can do what inside each stage" boundaries are enforced by each feature as it ships; the roles above describe the intent each role is built around.

Change someone's role

Go to Settings → Team.
In Team members, find the person and pick a new role from the dropdown next to their name.

The change saves as soon as you pick it. You can't change your own role — the dropdown next to your row (marked You) is disabled, so an owner can't accidentally lock themselves out.

One catch: a role change doesn't take effect for that person until they sign out and sign back in. Their current session keeps the role it had when they last signed in. If someone's permissions look wrong after you change them, have them sign out and in again.

Remove someone

Go to Settings → Team.
In Team members, click Remove next to the person.

This deletes their membership immediately and cuts off their access to your account. You can't remove yourself — there's no Remove button on your own row.

Removing a member is immediate and there's no confirmation step in v1, so be sure you've clicked the right row. If you remove someone by mistake, just invite them again with the same email.

What's not in v1 yet

Being straight with you about the current limits:

No email invitations. Flow doesn't notify the people you add — you tell them out of band. See How a new member actually gets access.
Google sign-in only. Every member signs in with Google. There's no email-and-password option, so the address you invite must be a Google account.
Role changes need a fresh sign-in. A new role only applies after the person signs out and back in.
No confirmation on remove. Removing a member happens on the click, with no "are you sure?" prompt.
One role per person. A member can't hold two roles at once (for example, Estimator and Ops) — pick the one that fits best.

Who can do this

Managing the team is owner-only — viewing the list, inviting, changing roles, and removing members all require the owner role. If you need to add or remove someone and you're not an owner, ask an owner to do it.

Setting your labor rates — another owner-only settings screen
Building a bid (coming soon) — what Estimators do day to day