1
Invite a Team Member
Adding a team member gives them their own login to Jtek. They access the same account data, but with permissions controlled by their assigned role.
- Go to Settings > Team Members (or "My Staff") — In the left sidebar, click Settings, then navigate to the Team Members or My Staff section in the settings menu.
- Click "Add User" or "Invite Team Member" — A form will appear asking for the new user's information.
- Enter the team member's first name, last name, and email address — Use their professional email address. This will be their Jtek login and the address where their invitation is sent.
- Enter a phone number for their profile — This is used for their contact record and call routing, not for authentication.
- Select their role: Admin or User — Admins have full access to all settings and data. Users have restricted access (see Article 2 for full details). Most agents and transaction coordinators should be set as Users unless they need to manage your account settings.
- Click "Send Invite" — Jtek will send an email invitation to the address you entered. The team member needs to click the link in the email and set a password to activate their account.
- Confirm their account is active — Once they've accepted the invite, their name will appear with an "Active" status in your Team Members list. Until then, it shows as "Pending."
Jtek
Settings
RV
Rachel Vasquez
Admin
Active
TC
Tyler Chen
User
Active
NW
Natalie Wong
User
Pending
+ Add User
Tip: If a team member doesn't receive the invite email within a few minutes, ask them to check their spam or junk folder. The invite comes from a Jtek address. You can also resend the invite from the Team Members page.
2
Understanding User Roles
Jtek has two primary roles: Admin and User. Choose the right role to protect your account settings while giving your team the access they need to work leads.
- Admin role — full account access — Admins can view and edit all contacts, conversations, opportunities, and automations in the account. They can also access and change account settings, add or remove users, modify billing, and install integrations. Only give Admin access to people you fully trust to manage the entire account.
- User role — working-level access — Users can view and manage contacts, conversations, and their assigned opportunities. They cannot access Settings, see billing information, manage other users, or modify automations and workflows. This is the correct role for most agents, assistants, and transaction coordinators.
- Understand contact visibility settings — By default, Users can see all contacts in the account. If you want Users to only see contacts assigned to them, contact Jtek support to enable the "Assigned Only" contact visibility setting. This is useful for larger teams where agents should only see their own leads.
| Feature | Admin | User |
|---|---|---|
| View & message contacts | ✓ Yes | ✓ Yes |
| Create & manage opportunities | ✓ Yes | ✓ Yes |
| Use calendars & book appointments | ✓ Yes | ✓ Yes |
| View & run automations | ✓ Yes | – No |
| Edit account settings | ✓ Yes | – No |
| Add or remove team members | ✓ Yes | – No |
| Manage billing & integrations | ✓ Yes | – No |
| View reports & analytics | ✓ Yes | – No |
Tip: When in doubt, start team members as Users and upgrade them to Admin only if they need a specific Admin-only capability. It's easier to grant more access later than to explain an accidental settings change.
3
Assign Leads to Team Members
Assigning contacts and opportunities to team members establishes ownership, makes filtering easy, and ensures the right person is following up with each lead.
- Open a contact record and find the "Assigned To" field — On the right side panel of any contact's profile, you'll see an "Assigned To" dropdown. Click it to see your team members.
- Select a team member from the dropdown — The contact is now assigned to that person. They'll see this contact in their filtered view and can receive notifications about activity on this contact.
- Assign opportunities separately — Inside any opportunity card in your pipeline, there's also an "Assigned To" field. An opportunity and its linked contact can be assigned to different people (e.g., a lead specialist and a closing coordinator).
- Use bulk assignment for importing leads — When importing a CSV, the import wizard lets you assign all imported contacts to a specific team member. This is useful for distributing inbound leads from a campaign to individual agents.
- Filter contacts and opportunities by assignee — In the Contacts or Opportunities view, use the filter bar to filter by "Assigned To" and select a specific team member. This lets each agent see only their own leads.
- Set up round-robin assignment in automations — If you have a Jtek automation that handles new inbound leads, you can configure it to assign contacts using round-robin (rotating through your team members automatically). Ask Jtek support for help setting this up.
Tip: Assign every contact to someone. Unassigned contacts are nobodys responsibility and tend to fall through the cracks. Even if you're solo right now, assigning contacts to yourself creates accountability and makes it easy to track your workload.
4
Remove or Deactivate a User
When a team member leaves, you need to remove their Jtek access quickly. Here's what happens to their data and how to manage the transition cleanly.
- Go to Settings > Team Members — Find the user you want to remove in the list.
- Click the three-dot menu (⋮) next to their name — A dropdown will appear with options including "Deactivate" and "Delete."
- Choose "Deactivate" to block access without deleting the user — Deactivating a user immediately prevents them from logging in. Their contact assignments, conversation history, and call logs remain intact in your account. This is the recommended option in most cases — it preserves data and can be undone.
- Reassign their contacts before or after deactivating — Go to Contacts, filter by "Assigned To" and select the departing team member. Bulk select all results and use the "Assign To" bulk action to reassign them to another team member. Do this before or right after deactivating to prevent leads from going unmanaged.
- If you choose "Delete" instead — This permanently removes the user from your account. Their contacts and conversation history remain, but the user record is deleted and cannot be recovered. Only do this if you are certain you will never need to reference their account again.
- Change your account password if the departing user was an Admin — As a precaution, change your own account password and verify that the offboarded Admin did not set up any unauthorized integrations or automations.
Important: Deleting a user is permanent and cannot be undone. When in doubt, use Deactivate — it locks out the user immediately but keeps your options open. You can always delete later.