--- title: "Team: who can sign in, and as what" url: https://tourcockpit.com/help/team lang: en description: "The Team screen is the office roster: everyone who can sign in, what their account lets them do, and where booking alerts reach them. A manager invites people by email, the invitation asks each person to choose a password, and access is revoked by deactivating, never by deleting." --- # Team: who can sign in, and as what The Team screen is the office roster: everyone who can sign in, what their account lets them do, and where booking alerts reach them. A manager invites people by email, the invitation asks each person to choose a password, and access is revoked by deactivating, never by deleting. ## What is the Team screen? Everyone who can work in this company, one row per person: their name, Email, WhatsApp number, Account (their role), whether they are Active or Deactivated, Last active (when they last used TourCockpit here, kept when they sign out), Intro (how far they are through the introduction clips their role is shown, and the day they finished), and Emails (how many TourCockpit has sent them, opening the list of each with what became of it, and when it was opened). The count next to the title says how many are active right now. Above the table sits the invite form, so bringing someone in is the first thing the screen offers. The company's own settings are on Company, and the people at operators' desks on Operators. On a phone each person is a card with the same actions, and tapping it opens their edit. A person can work in more than one company. When their account was made at another company you also work in, they are on this roster all the same, counted and shown with the role they hold here, and their name and their number belong to the account they sign in with, so those are changed at the company that account was made in. Tapping such a row opens it all the same: their name and number are shown, not offered, beside the boxes for what they receive at this company, which are yours to tick. There is no Resend invite on it, because they already have an account. Their Emails list still opens, holding what this company sent them and nothing another company sent. Team is a manager screen: the roster and its invitations belong to managers and the owner. ## What can each role do? The Account column answers it. Three kinds of account exist, and the difference between them is what the app offers, not a setting to configure: - Owner runs the company account. Everything a manager can do, plus two things a manager never sees: the commercial side, where an Owner sets each operator's commission and reads the month-end settlement, and everyone else's work, where an Owner reads the whole office's changes on the Activity Log and opens any file the office exported. Only an Owner can make another Owner. - Manager runs the office: the board, planning, bookings, the tour catalog, Reference Data, the financials, this Team screen and the activity log, where a manager reads their own changes and opens their own exports. Everything except the commission figures and other people's work. - Operator is not office at all: an outside agency booking through their own portal. Operators and the people at their desks are on the Operators screen, not here. ## How do I invite someone? 1. Type the person's full name and email at the top of the screen. 2. Choose their Role: Manager, or Owner, which is offered only when you are signed in as an Owner. A person at an operator's desk is invited on Operators, under their operator. 3. Press Send invite. One line under the form says what the chosen role will be able to do, before you send. What arrives is an email from your company, saying who invited them and for what, whose link opens Choose a password. The new person sets their own password and is signed in; from then on they sign in with email and password like everyone else. The link stays valid for seven days, or until a reminder sends a newer one, and Resend invite on their row sends a fresh one if it expired or never arrived. Whether it arrived at all is on their Emails list: every message carries what became of it, and one that came back carries Reason underneath, in the words the receiving mail service gave, so a misspelt address and a full mailbox are told apart before you resend. Until the person joins, three reminders follow the invitation: one day after it, four days after it and eleven days after it, each with a fresh link that retires the one before it, so the newest email is always the one to open. Their row says where they are, Invited 25 Sept ยท reminder 2 of 3 sent, and the reminders stop the moment they are in, whether by choosing a password or by signing in with Google. If nobody has joined after the third, the person who invited them is told once, by email and in the Inbox, and the row reads Not joined after 11 days: a phone call works better than a fourth email. An address that bounces stops the reminders at once and says why under the row. Resend invite starts the series again from that day. ## What does deactivating someone do? Deactivate sits at the foot of the three dots at the end of a person's row. It asks Deactivate? once, and Yes revokes access: from that moment the person cannot sign in. Their row stays on the roster, moved to the end with the name struck through and marked Deactivated, and everything they ever did keeps their name on it, on the board, in the history drawers and in the activity log. Reactivate restores access just as cleanly. For someone whose account was made at another company you also work in, it takes away this company and only this company: they go on signing in and working at the other one exactly as before. You cannot deactivate yourself. Your own row offers only Edit, with You beside it, so an office cannot lock itself out of its own Team screen. ## Can someone read everything and change nothing? Yes. A person can hold their role here and still change nothing, which is what you want for an owner of a second operation who looks in on this one, or for anybody you would rather had no hand on the day. They go on seeing everything their role sees, the board, the bookings, the financials and the activity log included, and every screen simply stops offering what would change something. 1. Open the three dots at the end of their row and choose Make read only. A small panel opens under the menu asking Make read only? 2. Press Yes. The row closes the panel and carries Read only beside the role from that moment; No, Escape or a press outside changes nothing. 3. To give the changes back, the same menu reads Allow changes, and asks once in the same way. To bring somebody in that way from the start, tick Read only on the invite form before you press Send invite: they arrive read only and never see a control they cannot use. The box shows for an Owner inviting office staff, nowhere else. - Only an Owner sets it, and only an Owner who can change things. A manager is not offered it, and neither is an Owner who is read only here themselves. - Never your own row. Nobody takes their own changes away, or gives them back: You cannot change your own access. - One Owner always keeps the changes. The last Owner who can change things cannot be made read only: At least one Owner keeps write access. - Not a desk. It is offered on office rows only. A desk at an operator is told A desk member cannot be made read only yet. - It is this company only. The same person can be read only here and go on running another company they belong to, which is why the tag names the company on the board and on the company chooser. - Nobody is signed out. Their very next press is already read only, or changes things again. Read only is not a role and not the same as Deactivate. Deactivating takes the company away; read only leaves them in it with everything to read. Anything they do try to change in the company, from a screen or from anywhere else, answers Your access here is read only. What is their own stays theirs to change: their details on My profile, their password, the language they read TourCockpit in, which messages in their inbox they have read, the apps they connected themselves, which they can still disconnect, and the day's board sent to themselves with Send to me. Setting it is not listed on the Activity Log, so say so to the person rather than leaving them to find out. ## Why can I not delete a person? Because their history is attached to them. Every booking records who entered it and every change records who made it, and deleting the person would orphan all of it. So the roster works like the rest of TourCockpit: deactivate instead of delete, access ends, history stays exactly as it was. ## What is the WhatsApp column for? It is the number a person's WhatsApp notifications go to. Click anywhere on a person's row, or choose Edit from the three dots, and the row opens into a short form holding their Name and their WhatsApp number, with Save, and under it Receives here: one box per notification at this company, such as Reseller bookings, which tells them whenever a reseller books, changes or cancels, and Sign-up requests, which is where a new agency's request lands. A box saves the moment it is ticked. Changes the office makes itself send nothing to the office, because the office already knows. The same boxes, for everyone at once, are the Notifications grid below the people. A tick decides whether a person receives something at this company; how it reaches them, WhatsApp or email, is theirs to pick on their own My profile, and the line under each box says what they picked. A box that needs a number cannot be ticked until they have one. The alert goes to everyone ticked, not to a single office phone.