Before you start
An Owner can invite staff, change their roles and arrange client assignments. Have the colleague’s sign-in mobile number and intended role ready. Inviting a staff member does not automatically assign clients to them; an Owner already sees all clients without assignment checkboxes.1
Inspect the roster
Open Settings → Members. Search by name, email or phone and filter by role if needed. The roster shows active and inactive members, outstanding or expired invitations, each person’s role, and their scope or assignment count. Check for an existing member or pending invite before creating another: an already active member or a still-pending invitation for the number is refused.
2
Create and deliver the invitation
As an Owner, select Invite, complete Mobile number, optional Work email and Firm role as described below, then select Create invite link. Copy the link while it is visible: the panel shows it once, with its expiry. No invitation email is sent. If you cannot rely on WhatsApp delivery, pass the copied link to the colleague securely. They must accept it while signed in with the same mobile number. Do not share the link with somebody else.
3
Review or change an existing member
Select the member row. Inspect Phone, Status, Clients and the What [role] can do permission list before changing Role; it previews the proposed permissions. An Owner can select Record a mobile number or Change mobile number, enter the sign-in number, and choose a new role if appropriate. Select Save role to apply a changed phone or role. A mobile number already held by another account is refused, and you cannot demote the firm’s last Owner. A refusal appears at the top of the panel; inspect it before assuming a change was saved.
4
Set client assignments
As an Owner, open Settings → Client assignments. The Member rows list active non-Owner staff; client names are the columns. Check the box where that person works on the client to assign them, or clear it to remove that assignment. Each change saves for that member; wait for Saving… to finish and inspect any error before making another. Owners are omitted because they already have access to every client. If there are no staff or clients, create the missing prerequisite first.
5
Check access after a role or assignment change
Open Settings → Roles and permissions for the enforced permission table. A person’s role determines what they may do, while assignments determine which clients non-Owners may work on. If they cannot open a client, check both. A Client portal seat is scoped to one customer’s client-facing workspace and is not available in the staff Invite a colleague form; issue it from Settings → Client portal instead, as described in Give a client portal access.
Owner administers firm membership and sees all clients. Manager, Preparer and Connector admin have different task permissions shown in the live role table; none should be treated as automatically assigned to all clients. A Client portal user is invited from Settings → Client portal, not this staff invitation; see Give a client portal access. Outstanding portal invitations still appear on this roster, where you can cancel them. If a pending invitation has expired or was sent to the wrong number, resolve it on the roster rather than expecting a second pending invite to succeed. The person invited follows Accept an invitation to a firm.
Still stuck?
Open a case from Help & support in Pragma, or book a walkthrough and the team will show you around on a call. Can’t sign in? Contact support.