Choose a staff role

Compare the six current role bundles, combine appropriate roles and review the resulting access before saving.

6 min read · Video walkthrough · Instructions reviewed 28 October 2026

Before you start

Access: View team for the roster. Invitations, profile changes, activation/deactivation, role assignment and individual permission changes each require their corresponding staff permission.

The intended staff member’s name/email and the correct dealership.
An agreed description of the tasks and records that person needs to access.
Authority to grant the chosen access; you cannot grant access you do not hold.

Where to go
Team

Watch the walkthrough

19:07 · English narration · Fictional demonstration

Invite a teammate, follow the recipient email and password setup, compare all six roles, choose record scopes, review and save permissions, change account status and recover from conflicts. English captions are included in the picture; a selectable caption track is also available.

All 16 video chapters

Read the video transcript

0:04 · Staff access: complete walkthrough

Let's manage staff access in Carvio, from the invitation to the recipient's sign-in and the final saved permissions. We'll use fictional teammates, compare role bundles, choose record scopes, review required access and recover failed changes. No invitation or permission change in this demonstration affects a real account.

0:27 · Manage staff access

Choose Team. On a phone, open application navigation first. The roster normally starts on Active. Switch to All, Invited or Deactivated when the account is in another state. On a phone, choose Open filters to change Status and choose Apply for the pending filter.

Open Search... and type in Search name or email…. Search combines with the selected status, so a correct name may still be hidden by Active. Clear all restores the default Active view. Use Sort for the offered name, newest/oldest or search match order.

Active means the accepted account is not deactivated. Invited is awaiting acceptance. Deactivated has dealership access turned off. Offline, Active now and Last activity describe presence/activity, not whether the account is deactivated.

Open Actions for Jamie Chen. Edit changes profile details. Edit access opens roles and individual permissions. Department or job title does not grant operational access. The Access badges summarize role names; individual additional permissions need the editor for review.

For an Invited account, Resend invite sends a fresh setup invitation. Deactivate account removes dealership access after confirmation. Activate account re-enables a deactivated account. Follow the focused guide before changing an account.

Staff with roster-view access can search and inspect the list without necessarily having Invite teammate, row selection, Edit or Edit access. A missing management action can be an access limitation rather than a broken account.

2:10 · Invite a teammate

Confirm the dealership and choose Invite teammate. Have the person’s correct business email address, name and agreed access ready. An invitation creates a staff account awaiting acceptance; it is not proof that the person has signed in.

Enter First name, Last name and the exact Email the recipient will use. Review spelling before sending. Phone is optional in this form. The fictional example invites Taylor Brooks at taylor@example.com.

Select the intended Department and appropriate Access and roles when your permissions allow role assignment. The example uses Department Sales and role Sales. A department is descriptive; the role grants access. Use Admin only when that full access is truly intended.

Choose Add title & registration if needed. Review Title and registration number. The example uses Sales Advisor and a clearly fictional demonstration registration number.

Check email, name and initial roles one more time, then Send invite. Wait for the result. If the form reports a duplicate or invalid address, resolve it before another submission.

Use Invited or All and verify the person’s email, profile and Access role. Taylor appears as Invited. Open Edit access for any additional action-specific permissions; the invitation’s role picker is not the complete permissions editor.

The actual email has Set your password and the account details. Ask the recipient to confirm the dealership and email, then follow the current invitation. Sending or resending the invitation is not proof of inbox delivery or completed setup.

Open that account’s actions and choose Resend invite. Read the result and ask the recipient to use the latest message. Do not create a second account just because the original invite expired or is missing.

4:10 · Accept a staff invitation

Open the latest staff invitation and confirm its dealership, recipient name and email. Choose Set your password or use its full fallback link. Keep this personal activation link with the intended recipient.

If the page says This invite has expired, ask the inviter to use Resend invite and open the latest email. Do this even if the older email’s expiry wording suggests it should still work. The page’s actual validity result determines whether setup can continue.

The Finish setting up your account page shows the invited Email. If a provider sign-in option is offered, it must use that same email. Do not try to join the invitation with a different account address.

For password setup, satisfy the displayed requirements: eight or more characters, an uppercase letter, a lowercase letter, a number and a special character. Use your own private password; the tutorial’s non-authenticating example must not be reused. Review the linked Terms and Privacy Policy before choosing Join.

After successful setup, Carvio may continue into the workspace or show Your password is set. Sign in to continue. In that case choose Sign in and use the invited address. A completed setup form is separate from receiving all operational permissions.

The inviter can find the recipient under Active after acceptance. The example’s Taylor is Active with Sales access. The recipient should open the intended dealership and check the actual task they were granted, not assume every section is available.

5:51 · Update a teammate’s profile

Open Team, choose the appropriate status/search, then open the row or Actions for Jamie Chen , then Edit when available. Confirm the name and email before changing anything.

Review First name, Last name, Email, Phone, Department, Title and registration number. The current Edit teammate dialog updates profile information; it does not contain the invitation’s role picker. The example changes Jamie’s title to Senior Sales Advisor.

Wait for Save changes to finish and check the resulting contact/profile information. Changing Department or Title does not give the person additional access.

Use the person’s Edit access action and the dedicated roles/permissions guide. Do not put an access request into the job title or assume moving someone to Accounting Department grants financial permissions.

6:46 · Choose a staff role

From Team, open Jamie's actions and choose Edit access. Review the person’s saved Roles first. Choose Change roles to see the current available bundles. The role descriptions are a starting point; inspect effective permissions and scopes for the actual person.

Choose the bundle for the work required. Admin. All access, including Settings and Team administration. Manager. All dealership operations. Settings and Team administration require additional grants. Sales. Own sales and trade-ins, assigned leads, contacts and companies. Accounting. Financial records, approvals and deliveries; cannot create sales or inventory from this bundle alone. Data entry. Dealership inventory, vehicle costs, contacts and companies. Marketing. Vehicle visibility, assigned leads and existing marketing tools. These are starting bundles; review the person’s effective permissions.

Choose the intended non-Admin roles together and review their combined result. For example, adding Accounting to Sales expands financial and deletion access; it is not just a change of job label.

Selecting Admin clears other role selections and disables combining them with Admin. Full access deserves a deliberate review. The account holder must retain Admin; the system also protects your own access administration from removal.

These role comparisons are unsaved drafts. We will keep Jamie on Sales for our main example. Choose Cancel, then Discard changes, to leave the saved access in place.

Now reopen the same person and check their saved Sales role. Next we will make one narrow individual change, review it and save that result.

8:33 · Open the correct person’s access

Open Team, find the person, then Actions for Jamie Chen , then Edit access. Confirm Access for Jamie Chen and wait for saved access to load. To change their profile, use Edit instead.

A row says whether access comes From Sales or was Added individually. Effective access is the actual combined result. Additional access adds a permission or broader scope where allowed. A role-provided grant cannot be denied by a narrower additional choice.

Use Change roles, review the available bundles, then Done choosing roles. The role guide explains Admin exclusivity and combining other bundles. You may configure individual permissions without a role, but review the complete usable result rather than removing every useful grant blindly.

9:23 · Make the intended individual change

Use Permission section, Find a permission… and Show actions. Search works across sections; clear it to return to section browsing. Granted only and Changed actions help inspect the effective result/draft. A no-match result is a search/filter result, not a load failure.

For an action with a scope menu, choose the intended access. For a switch action, turn it on or off as allowed. The main example adds Edit vehicle details , then Own records for Jamie, while leaving the Sales role in place.

If the editor warns that required access is missing, read the named action and scope. In the alternate example, Approve financing requires View sales (Entire dealership). Use Add required access only when that expansion is intended and authorized; otherwise remove the proposed action.

Grant this section and Grant all operational access have confirmations and add access to the draft. Read the breadth, including financial/deletion actions and required access. Apply to draft does not save it. Use Undo bulk grant if it was too broad, then inspect the draft again. These actions do not automatically grant Settings or Team administration.

10:40 · Review, save and verify

Compare Saved access with After saving for every changed action and scope. Read financial-information and deletion-expansion warnings. Check role changes too. Nothing takes effect until the final save.

Save the reviewed draft and wait. If saving fails, the editor retains the draft and explains the failure; use the recovery guide before overwriting another person’s recent change.

Open the same person’s Edit access again. In the example, Edit vehicle details now reads Added individually , then Own vehicles, with the saved Sales role still present. Ask the recipient to fully refresh the app or sign out/in to reload their visible access, then check the actual permitted task.

Use Cancel. If Discard access changes? appears, Keep editing retains the draft; Discard changes removes the unsaved draft and leaves saved access in place.

11:39 · Choose staff record scopes

Find the action under Permission section or search its exact label. Read the action itself before its scope: viewing vehicle details is separate from viewing purchase information, costs or financial reports.

The inventory editor explains that Own access covers vehicles the person added. For sales, Own sales means sales the person created, not every sale where they were selected as salesperson. Read the section’s explanation before applying an Own scope.

In Leads, an Assigned scope follows the lead’s current assignee. It is different from a person who created the contact, sent a message or used to own the lead. Reassignment can change which lead work is in scope.

Entire dealership broadens the action’s record scope. Some actions offer only an On/Off switch and show Enabled when granted. Personal access refers to the person’s own feature access where offered. Use the options actually shown for that action; not every action supports every scope.

An action may require another action at a particular scope. The financing example broadens View sales to Entire dealership before approval is usable. Purchase information, documents, costs, financial reports, Billing and Team administration deserve their own review.

Use Review changes , then Save access, reopen to check the saved result, and have the recipient fully refresh. Check a record that should be included and one that should be outside the intended scope. A successful list view alone does not prove permission to edit, approve, delete or view financial details.

13:21 · Staff permissions reference

This reference lists the current action labels and available choices. It does not say every role grants every action. Use Effective access, the From Sales / Added individually description and the review screen for the particular person.

The editor names any missing supporting actions and the required scope. The table lists the corresponding action names as a reference; the current editor’s explicit warning and review are the final check. On/Off actions do not offer an arbitrary Own scope.

The written reference lists all 106 current action names across 19 sections. You do not need to memorize them or listen to a list of every permission. Search the action you need in the actual editor, read its available scope and required access, then review the person’s saved result.

14:15 · Deactivate or reactivate a teammate

Open Team and find the intended account under All or its current status. Confirm the name and email. Deactivation is not the same as presence Offline or removing a single permission.

Open Actions for Jamie Chen , then Deactivate account. The confirmation says access to the dealership is lost immediately and the account can be reactivated. Use Cancel if the account or timing is wrong.

Choose Deactivate when authorized, wait and find the person under Deactivated or All. Verify the intended account changed. Do not infer that their assigned work was reassigned or their records were deleted.

Use the deactivated row’s Activate account action. It applies directly when allowed. Check the resulting state and existing roles/permissions; activation is not a new invitation and should not be treated as a reset of access.

The accepted-account example returns Jamie to Active. If an account never accepted its invitation, review its resulting Invited state and resend setup when appropriate. Review any outstanding leads/tasks separately.

15:26 · Update several staff accounts

Open Team and choose the appropriate status or search. Select individual row checkboxes. Read the selected count before acting; do not assume Select all means every staff record on every page.

The available actions adapt to the selected states: Resend invite for Invited accounts, Activate for Deactivated accounts, and Deactivate for accounts not already deactivated. A mixed selection can produce different counts for each action. Bulk controls do not edit everyone’s roles/permissions.

Choose the action with the intended count. For Deactivate, read the confirmation and confirm only those accounts. The example selects Jamie and Riley, then reviews Deactivate 2 teammates?.

A bulk operation can partially succeed. In the controlled failure example, Riley becomes Deactivated while Jamie remains Active. Read the failure count and inspect the actual rows; do not repeat the whole selection blindly.

Identify the accounts that did not change or whose invites failed. Resolve the error and apply the appropriate action only to those accounts, then verify again. A successful invite resend is not proof of recipient email delivery or acceptance.

16:44 · Recover a failed roster or access load

For Couldn’t load this list, use Retry. For No teammates found, clear search/status filters. Do not treat a failed roster request as an empty team.

If Edit access says Access could not be loaded. Try again., choose Try again and wait for the saved roles/permissions. No access draft can be reviewed meaningfully before the saved state loads.

17:08 · Recover a failed or stale access save

The editor states Access was not saved. Your changes are still here. Read the accompanying reason. Check the proposed scope and required permissions; do not assume the draft became effective.

Choose Reload saved access. The confirmation explains that this discards the draft. Use Keep editing if you need to inspect/copy intended changes first, or Discard draft and reload to load the latest saved result.

Compare the latest saved access with the request. Reapply the necessary changes, resolve required-access warnings, Review changes and Save access. Reopen to verify. Do not overwrite a colleague’s recent change without understanding it.

Role assignment and individual permission grants are separate permissions. You cannot grant access you do not hold, change a more privileged user, remove the account holder’s Admin access or remove your own access administration. Read the actual error and involve an appropriately authorized administrator.

A full browser refresh or signing out and back in reloads the visible access for that session. Page navigation, focus changes and waiting alone do not do this. Check both the actual task permission/scope and whether the plan includes the feature.

Use Invited/All to find the person, verify email, and Resend invite when needed. The recipient should use the latest link. A profile title, an offline presence indicator or a missing email does not justify creating a duplicate account.

18:45 · Check the finished result

Our finished staff examples show Taylor as Active and Jamie's saved vehicle-edit access limited to Own vehicles. The important final check is the person's effective permission and record scope after a full refresh. Use the written reference to find any other action, and keep profile changes, invitation status and access changes separate.

Download English captions (VTT) · Open or download video

Compare the current role bundles

Open Team → person’s Edit access → Change roles
Watch 6:46
Review the person’s saved Roles first. Choose Change roles to see the current available bundles. The role descriptions are a starting point; inspect effective permissions and scopes for the actual person.
The editor offers Admin, Manager, Sales, Accounting, Data entry and Marketing. Select image to enlarge.

Choose a bundle based on the work required

Watch 7:03

Use the role descriptions below. A role is an access bundle, not a Department or job title. A person can also have individually added permissions.

Role	Purpose shown in the editor
Admin	All access, including Settings and Team administration.
Manager	All dealership operations. Settings and Team administration require additional grants.
Sales	Own sales and trade-ins, assigned leads, contacts and companies.
Accounting	Financial records, approvals and deliveries; cannot create sales or inventory from this bundle alone.
Data entry	Dealership inventory, vehicle costs, contacts and companies.
Marketing	Vehicle visibility, assigned leads and existing marketing tools.

Combine non-Admin roles only when needed
Watch 7:42
Choose the intended non-Admin roles together and review their combined result. For example, adding Accounting to Sales expands financial and deletion access; it is not just a change of job label.
A combined-role review explicitly shows financial information and deletion access expanding. Select image to enlarge.
Use Admin alone
Watch 7:55
Selecting Admin clears other role selections and disables combining them with Admin. Full access deserves a deliberate review. The account holder must retain Admin; the system also protects your own access administration from removal.
Admin is selected alone in this unsaved alternative example. Select image to enlarge.

Review before saving

Choose Done choosing roles, then Review changes
Watch 8:11
Read every added/removed role and effective-access change. A role’s existing grant cannot be reduced by choosing a narrower individual grant; remove/change the role if its bundle is too broad.
Save only the intended combined result
Watch 8:22
Choose Save access after the review, then reopen the person’s editor and check Roles and effective permissions. If the experiment was only a comparison, use Cancel and Discard changes rather than saving it.

Expected result

The person’s role bundle matches the required work and the actual combined access has been reviewed and saved deliberately.

If something isn’t right

You cannot see or assign a role

Your own role-assignment permission and held access limit what you can grant. Ask an appropriately authorized administrator.

A role includes more access than needed

Use a more suitable bundle or reviewed individual permissions instead of assuming one role grant can be individually denied.

The role description seems sufficient but an action is missing

Inspect the actual effective action, scope, required access and plan. Additional permissions and current role content determine the final result.

Change staff roles and permissions
Edit effective staff access, resolve required permissions, compare the review and verify the saved result.
Choose staff record scopes
Distinguish own vehicles, own sales, assigned leads and dealership-wide access before granting an action.
Staff permissions reference
Find the current action names, available scope choices and required access across the staff editor.
Resolve staff access problems
Recover failed access loads/saves, stale changes, missing actions and invitation issues without guessing what was saved.

Choose a staff role

Before you start

Watch the walkthrough

Compare the current role bundles

Open Team → person’s Edit access → Change roles

Choose a bundle based on the work required

Combine non-Admin roles only when needed

Use Admin alone

Review before saving

Choose Done choosing roles, then Review changes

Save only the intended combined result

Expected result

If something isn’t right

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