Invite your team and set their roles

Stacks is built for teams, and adding one is quick: invite people by email and give each a role that decides what they can see and change. Everyone shares the same contacts, deals and calendars — roles just draw the lines around who can do what. It's free, with no cap on how many teammates you add.

Before you start

• You need to be an Admin. Only admins can open User Management and invite people — managers, members and viewers won't see this page.
• Have each person's email address ready. An email can belong to only one Stacks account, so it can't already be in use elsewhere.
• There's no user limit. Invite as many teammates as you like — unlimited users are included, free.

Step by step

1. Open User Management. In Stacks, go to Settings and choose Users. You'll see everyone on your account, their role, status and last login. (Don't see it? Your role isn't Admin — ask an admin to invite you or bump your role.)
2. Click "+ Invite User." A short invite form opens above the list.
3. Enter their details. Type the teammate's First name, Last name and Email. Use an email address not already assigned to another user in this workspace.
4. Choose a role. Pick Admin, Manager, Member or Viewer from the Role menu — Member is selected by default. Not sure? See the breakdown below; you can change it anytime.
5. Click "Send Invite." Stacks adds the person to your team right away and emails them an invitation. They sign in at your login page with their email and a 6-digit code — there's no password to create.

The four roles, explained

Every teammate has exactly one role. From most to least access:

• Admin — Full control. Manages account settings, billing and the team itself, and can delete records in any module. Best for owners and operations leads.
• Manager — Runs the day-to-day. Everything a Member can do, plus deleting contacts, companies and deals, and managing automations, email marketing, review settings, tags and web forms. Can't open account settings or manage users and billing.
• Member — The standard teammate. Creates and edits contacts, companies, deals and tasks, sends review requests, books appointments and creates invoices. Can't delete contacts, companies or deals, and has no settings access.
• Viewer — Read-only. Sees your data across every module but can't create, edit or delete anything. Handy for stakeholders who just need visibility.

Change a role or turn off access

• Edit someone. On their row in the table, click the pencil (✏️) icon, adjust their name or role, and click Save Changes.
• Deactivate. Click the 🚫 icon to switch a teammate off — they can no longer sign in, but all their records and history stay put. Reactivate them later with the ✅ icon.
• Two safety rails. You can't deactivate your own account, and Stacks won't let you remove your last admin (if you're the only one, you can't demote yourself until you promote someone else).

Current behavior

Deactivation blocks existing sessions and revokes API keys created by that user. Reactivation does not restore revoked keys. Role changes do not automatically change existing API-key permissions. Active logins expire after 24 hours without use; valid activity refreshes that window.

Good to know

• No passwords to manage. Teammates sign in with their email and a one-time 6-digit code, so there's nothing for you to set or reset for them.
• They're active immediately. There's no pending-acceptance step — a new member can sign in the moment the invite email lands.
• Invites are rate-limited. You can send up to 10 invites per hour per account. Onboarding a big team? Space them out or continue after an hour.
• Deactivate, don't delete. The Users page lets you switch people off rather than erase them, so their notes, deals and activity are never orphaned.

Frequently asked