Team Management

Collaborate with your team by adding members to your Menon Mobility seller account. Assign roles with specific permissions, monitor team activity, and maintain security with comprehensive access controls.

Overview

Team management enables businesses to:

• Add multiple users to a single seller account
• Assign different roles with specific permissions
• Track who does what with activity logging
• Maintain security with role-based access control
• Scale operations without sharing login credentials

Subscription Required

Team management is available on Professional (up to 5 members) and Enterprise (unlimited members) plans. Upgrade your plan to access this feature.

Accessing Team Management

Navigation

1. Go to your Seller Dashboard
2. Click "Team" in the sidebar
3. Or use keyboard shortcut G + T

Team Dashboard

The team management page shows:

• Current team members
• Pending invitations
• Role assignments
• Activity overview
• Team settings

Team Member Limits

Your subscription determines how many team members you can add:

Plan	Team Members	Includes
Free	1 (owner only)	Just you
Starter	2	Owner + 1 member
Professional	5	Owner + 4 members
Enterprise	Unlimited	Owner + unlimited

Need More?

If you need more team members than your plan allows, consider upgrading. Each higher tier includes more team slots.

Roles and Permissions

Understanding Roles

Roles define what actions a team member can perform. Assign the minimum permissions needed for each person's responsibilities.

Available Roles

Role	Description	Typical User
Owner	Full access, account holder	Business owner, primary admin
Admin	Near-full access, can manage team	Manager, department head
Manager	Can manage listings and messages	Sales manager, team lead
Editor	Can create and edit listings	Listing specialist, data entry
Support	Can handle messages and inquiries	Customer service, sales rep
Viewer	Read-only access to dashboard	Stakeholder, consultant

Detailed Permission Matrix

Permission	Owner	Admin	Manager	Editor	Support	Viewer
Dashboard Access
View Dashboard	Yes	Yes	Yes	Yes	Yes	Yes
View Analytics	Yes	Yes	Yes	No	No	No
Export Data	Yes	Yes	Yes	No	No	No
Listings
View Listings	Yes	Yes	Yes	Yes	Yes	Yes
Create Listings	Yes	Yes	Yes	Yes	No	No
Edit Listings	Yes	Yes	Yes	Yes	No	No
Delete Listings	Yes	Yes	Yes	No	No	No
Publish Listings	Yes	Yes	Yes	No	No	No
Feature Listings	Yes	Yes	Yes	No	No	No
Bulk Upload	Yes	Yes	Yes	Yes	No	No
Messages
View Messages	Yes	Yes	Yes	Yes	Yes	Yes
Send Messages	Yes	Yes	Yes	Yes	Yes	No
Delete Messages	Yes	Yes	No	No	No	No
Manage Templates	Yes	Yes	Yes	No	No	No
Team
View Team	Yes	Yes	Yes	No	No	No
Invite Members	Yes	Yes	No	No	No	No
Edit Members	Yes	Yes	No	No	No	No
Remove Members	Yes	Yes	No	No	No	No
View Activity Log	Yes	Yes	Yes	No	No	No
Settings
View Settings	Yes	Yes	Yes	Yes	Yes	Yes
Edit Profile	Yes	Yes	No	No	No	No
Manage Notifications	Yes	Yes	Yes	Yes	Yes	No
Security Settings	Yes	Yes	No	No	No	No
Billing
View Subscription	Yes	Yes	No	No	No	No
Manage Billing	Yes	Yes	No	No	No	No
View Invoices	Yes	Yes	No	No	No	No
Account
Change Plan	Yes	No	No	No	No	No
Delete Account	Yes	No	No	No	No	No
Transfer Ownership	Yes	No	No	No	No	No

Custom Permissions

For Enterprise plans, create custom roles with specific permissions:

1. Go to Team > Roles
2. Click "Create Custom Role"
3. Name the role
4. Select individual permissions
5. Save role

Adding Team Members

Step-by-Step Invitation

1. Go to Dashboard > Team
2. Click "Invite Team Member"
3. Enter member details:

Field	Required	Description
Email Address	Yes	Must be valid email
Name	No	Display name for team
Role	Yes	Select from dropdown
Custom Note	No	Message included in invitation

4. Review invitation
5. Click "Send Invitation"

Invitation Email

The invited person receives:

• Invitation from your company name
• Role they've been assigned
• Link to accept invitation
• Your custom note (if added)
• Expiration date (typically 7 days)

Acceptance Process

When the invitee clicks the link:

If they have a Menon Mobility account:

1. Log in to existing account
2. Accept invitation
3. Account linked to your seller account
4. Can switch between accounts if they have multiple

If they don't have an account:

1. Prompted to create account
2. Enter name, email, password
3. Verify email
4. Account created and linked
5. Access granted immediately

Bulk Invitations

Invite multiple team members at once:

1. Click "Bulk Invite"
2. Enter emails (comma or line separated)
3. Assign same role to all
4. Send invitations
5. Track in pending invitations

Managing Team Members

Viewing Team List

The team list shows:

Column	Information
Photo	Profile picture
Name	Display name
Email	Account email
Role	Assigned role
Status	Active, Pending, Disabled
Joined	Date joined team
Last Active	Last login/activity
Actions	Edit, Disable, Remove

Editing a Team Member

To modify a team member's access:

1. Click on team member name (or Edit button)
2. Update:
   • Display name
   • Role assignment
   • Specific permissions (if customizable)
   • Notification preferences
   • Access restrictions
3. Click "Save Changes"

Changes take effect immediately on their next action.

Changing Someone's Role

1. Find team member
2. Click role dropdown (or Edit)
3. Select new role
4. Confirm change
5. Member's permissions update immediately

Role Change Alert

The team member is notified when their role changes. They'll see their new permissions on next login.

Disabling a Team Member

Temporarily remove access without deleting:

1. Find team member
2. Click "Disable"
3. Confirm action

When Disabled:

• Cannot log in or access dashboard
• All their sessions are terminated
• Profile and history preserved
• Can be re-enabled anytime
• Not counted toward team limit

Re-enabling a Disabled Member

1. Filter to show disabled members
2. Find the member
3. Click "Enable"
4. Access restored immediately

Removing a Team Member

Permanently remove from team:

1. Find team member
2. Click "Remove"
3. Confirm removal
4. Type member's email to confirm

When Removed:

• Immediate access revocation
• All active sessions terminated
• Not counted toward team limit
• Activity history preserved
• Cannot be undone (must re-invite)

Removal Warning

Removed team members immediately lose all access. Listings they created remain on the account.

Pending Invitations

Viewing Pending Invitations

Track invitations not yet accepted:

Information	Description
Email	Invited email address
Role	Assigned role
Sent Date	When invitation was sent
Expires	When invitation expires
Status	Pending, Expired

Resending an Invitation

If invitation expired or wasn't received:

1. Find pending invitation
2. Click "Resend"
3. New email sent
4. Expiration extended
5. Original link invalidated

Canceling an Invitation

To revoke a pending invitation:

1. Find pending invitation
2. Click "Cancel"
3. Confirm cancellation
4. Link immediately invalidated

Activity Monitoring

Activity Log

Track all team actions:

Event Type	Details Recorded
Login	Date, time, IP address, device
Logout	Date, time, session duration
Listing Created	Title, ID, timestamp
Listing Edited	What changed, before/after
Listing Deleted	Title, ID, timestamp
Listing Published	Title, ID, timestamp
Message Sent	Recipient, listing, timestamp
Settings Changed	What changed, old/new value
Team Changes	Invites, role changes, removals

Viewing Activity

1. Go to Team > Activity Log
2. See chronological list of all actions
3. Each entry shows:
   • Who performed action
   • What action was taken
   • When it occurred
   • Additional details

Filtering Activity

Filter activity by:

Filter	Options
Team Member	Select specific person
Action Type	Login, Listing, Message, Settings
Date Range	Custom period
Listing	Specific listing affected

Exporting Activity Logs

Download activity records:

1. Set filters (optional)
2. Click "Export"
3. Choose format:
   • CSV - For spreadsheets
   • PDF - For records
4. Download file

Activity Alerts

Get notified of important team activities:

1. Go to Team > Settings > Activity Alerts
2. Enable alerts for:
   • Failed login attempts
   • Unusual activity patterns
   • Sensitive setting changes
   • After-hours access
3. Choose notification method (email/push)

Per-Agent Analytics

Track performance by team member:

Individual Metrics

For each team member, view:

Metric	Description
Listings Created	Number of listings added
Listings Edited	Edits made to listings
Messages Sent	Replies to inquiries
Avg Response Time	How fast they reply
Login Frequency	How often they log in
Active Hours	When they're most active

Team Performance Comparison

Compare team member performance:

1. Go to Analytics > Team Performance
2. View:
   • Listing creation by member
   • Message response rates
   • Activity distribution
3. Export for review

Using Analytics for Management

• Identify high performers for recognition
• Find bottlenecks or coverage gaps
• Optimize team scheduling
• Justify additional team members

Security Settings

Two-Factor Authentication (2FA)

Require 2FA for team members:

1. Go to Team > Security
2. Enable "Require 2FA for all team members"
3. Set grace period for compliance
4. Non-compliant members will be prompted

2FA Options:

• Authenticator app (Google, Microsoft, Authy)
• SMS codes (less secure, but available)
• Security keys (hardware tokens)

Session Management

Control active sessions:

View Active Sessions:

• See all logged-in devices per user
• IP addresses and locations
• Last activity time

Force Logout:

• Terminate specific session
• Terminate all sessions for a user
• Terminate all sessions for all users

Session Policies:

• Maximum session duration
• Idle timeout
• Single session limit (one device at a time)

IP Restrictions

Limit access by IP address:

1. Go to Team > Security > IP Restrictions
2. Enable "IP Whitelist"
3. Add allowed IP addresses or ranges
4. Save settings

Notes:

• Team members can only access from listed IPs
• Add office IPs and any remote worker IPs
• Temporary IPs can be added for travel
• Consider VPN for remote workers

Password Policies

Enforce strong passwords:

Policy	Options
Minimum Length	8-16 characters
Complexity	Require mixed case, numbers, symbols
Expiration	Force change every 30/60/90 days
History	Prevent reuse of last N passwords

Login Restrictions

Additional security options:

• Maximum failed attempts (lockout)
• CAPTCHA after failed attempts
• Login notification emails
• Geographic restrictions

Team Communication

Internal Notes

Add notes only visible to team:

1. In any conversation, click "Add Internal Note"
2. Enter note text
3. Note tagged with your name and timestamp
4. Visible to team, not to buyer

Conversation Assignment

Assign conversations to specific team members:

1. Open conversation
2. Click "Assign"
3. Select team member
4. Add handover note (optional)
5. Assignee notified

@Mentions

Tag team members in notes:

@john Can you follow up on this? Buyer wants technical specs.

John receives notification about the mention.

Best Practices

Principle of Least Privilege

Grant Minimum Access

Give team members only the permissions they need to perform their job. This minimizes risk and keeps the account secure.

Regular Access Reviews

Quarterly Reviews

Review team access quarterly:

• Remove departed employees immediately
• Verify roles match current responsibilities
• Check for unused accounts
• Update permissions as roles change

Prompt Offboarding

Immediate Removal

When someone leaves:

1. Remove their access immediately
2. Force logout all sessions
3. Review their recent activity
4. Change any shared credentials

Activity Monitoring

Monitor Regularly

Check activity logs weekly for:

• Unusual login patterns
• Unexpected changes
• After-hours access
• Failed login attempts

Clear Role Definitions

Document Roles

Maintain clear documentation of:

• What each role can do
• Who should have each role
• Approval process for access changes

Troubleshooting

Common Issues

Issue	Cause	Solution
Invitation not received	Email filtered	Check spam, resend, verify email
Cannot access features	Wrong role	Admin should update role
Cannot add more members	Plan limit	Upgrade plan or remove inactive
Member locked out	Failed logins	Admin can unlock or reset
Cannot edit own profile	Permission issue	Ask admin to update

Member Cannot Access

If a team member reports access issues:

1. Verify their status is "Active"
2. Check their role has needed permissions
3. Verify IP restrictions (if enabled)
4. Check for session issues (force logout, re-login)
5. Verify 2FA is set up correctly

Getting Help

For team management issues:

• Check the team member's status and role
• Review activity logs for clues
• Contact support with:
  • Team member email
  • Issue description
  • When it started

Related Topics

• Dashboard Overview - Team dashboard access
• Subscription & Billing - Team member limits by plan
• Messages & Templates - Team message handling
• Analytics - Team performance tracking