Managing Your Team

Overview

Kairvio makes it easy to bring your whole team onto one platform. Team management is available on the Business plan ($349/mo) and above. If you are on the Starter or Pro plan, the Team section will not appear in your Settings sidebar — upgrade your plan under Settings > Billing to unlock this feature.

Once your team is set up, everyone gets access to exactly what they need — owners and managers can oversee everything, while technicians focus on their assigned work.

Understanding Roles

Kairvio offers three built-in roles, each with a different level of access:

• Owner — Full access to every feature, setting, and report. This is the account creator by default.
• Manager — Broad access to day-to-day operations including scheduling, customer management, invoicing, and messaging. Managers cannot modify billing or account-level settings.
• Technician — Limited access focused on assigned work. Technicians see a crew-specific dashboard showing only their appointments, tasks, and relevant customer details.

Inviting a Team Member

1. Go to Settings > Team Members.
2. Click Invite Team Member.
3. Enter the team member’s name, email address, and phone number.
4. Choose a role: Owner, Manager, or Technician.
5. Customize their permissions to control what they can access:
   • View inbox
   • Manage customers
   • Manage scheduling
   • Send invoices and quotes
6. Click Send Invite.

Your team member will receive an email invitation with a link to create their Kairvio account. Once they accept, they’ll appear as active on your team roster.

What Technicians See

Technicians log in to a simplified, crew-specific dashboard. They can view their assigned appointments, check job details, and update task status — but they won’t see other team members’ schedules, financial data, or account settings.

This keeps things focused and prevents accidental changes to areas outside their responsibilities.

Deactivating a Team Member

If someone leaves your team or no longer needs access:

1. Go to Settings > Team Members.
2. Find the team member and click their name.
3. Click Deactivate.

Deactivating a member removes their access immediately but preserves all of their history — completed jobs, messages, and notes stay intact for your records.

What Team Members Can (and Can’t) Change

Team members can update their own profile information, including their name, phone number, and profile photo. However, they cannot change their own role or permissions — only an Owner can make those adjustments.

Tips

• Start by inviting your key managers, then add technicians as your team grows.
• Review permissions periodically to make sure everyone has the access they need.
• Use the Technician role for field crew to keep their experience simple and distraction-free.