> ## Documentation Index
> Fetch the complete documentation index at: https://docs.worldvisagroup.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Team and members

> Invite colleagues to WorldVisa, understand staff roles and responsibilities, and organize members into teams without confusing membership with permissions.

Give each colleague their own WorldVisa account and choose a role that matches the work they need to do. Organization membership gives them a place to work, their staff roles control their permissions, and working teams group people for day-to-day operations.

## Invite a colleague

In Console, open **Settings > Team**. This tab is available when your account has permission to invite organization members.

**1. Enter the work email**

Under **Invite new member**, enter the email your colleague will use to sign in. Check it carefully before sending.

**2. Choose a role**

Select one of the roles available to you. The role list depends on your primary role. Choose Developer for someone who needs to maintain Console workflows and integrations; choose the appropriate department role for operational work.

**3. Send the invitation**

Select **Invite**. WorldVisa sends an invitation email, and the person remains invited until they complete the invitation.

**4. Have them complete setup**

Ask your colleague to open the email and complete the invitation with that same email address. They can then sign in to the portals their roles permit.

You can also send an invitation from **Staffs > Add Staff** when that area is available to you. This form lets you include staff details such as their name, phone number, time zone, and calling details alongside their email and primary role.

### Pending invitations

Expand **Pending Invitations** in **Settings > Team** to review the invited email and role. Use the revoke control beside an invitation if the address is wrong or the invitation is no longer needed. Send a new invitation to the correct address when appropriate.

Revoking an invitation applies to a person who has not completed it. Manage an existing colleague through their staff record instead.

## Roles and responsibilities

WorldVisa uses the same staff role system across its portals. The table below summarizes the main responsibilities of each role; individual actions also depend on the portal and the data access rules for that action.

| Role | Primary portal | Main responsibilities |
| - | - | - |
| Director | HQ | Oversee operations across portals, manage staff and organization settings, and manage Console workflows, providers, and API keys. |
| Developer | Console | Build and maintain workflows, integrations, subscribers, webhooks, API keys, and environments. Also has broad operational and administration permissions. |
| Branch Manager | DMS | Coordinate branch operations, assign leads and case officers, review and approve documents, and manage staff, teams, and organization settings. |
| Sales Manager | CRM | Manage leads and assignments, maintain sales staff and teams, and manage sales targets and performance. |
| Sales Team Leader | CRM | Work on leads, assign leads, support team visibility, and review sales targets. |
| Sales Executive | CRM | Work on leads, maintain client information, and carry out follow-ups and tasks. |
| Processing Manager | DMS | Manage applications, case officer assignments, document approvals, and processing staff and teams. |
| Processing Supervisor | DMS | Review, approve, and reopen documents; maintain processing teams and checklists. |
| Processing Team Leader | DMS | Work on applications, review and approve documents, and maintain teams and checklists. |
| Processing Executive | DMS | Work on applications and review documents as part of case processing. |
| Finance Manager | Finance | Manage invoices and transactions, confirm manual payments, handle refunds, and manage incentive settings. |
| Finance Executive | Finance | Work with pending invoices and transactions and review incentive summaries. |
| Marketing Manager | Marketing | Review advertising analytics, lead intake, sources and attribution, and maintain marketing staff. |
| Marketing Executive | Marketing | Review advertising analytics, lead intake, and attribution information. |

> [!WARNING]
>
> Director and Developer are broad access roles. Do not assign either role just to give someone access to a single operational feature.

### Primary and secondary roles

The **Primary role** identifies the person's main responsibility and primary portal. A **Secondary role** adds permissions for another responsibility. Effective permissions combine both roles.

For example, a Sales Manager who also has the Developer role gains Console permissions. Adding that person to a sales team alone does not grant those permissions.

Authorized staff can maintain **Primary role** and **Secondary role** in a staff record. Changing these fields requires role assignment permission. Invitation role choices are still checked against the inviter's primary role.

### Who can invite which roles?

These are the standard invitation rules. The person sending the invitation must also have member invitation permission and access to the relevant portal.

| Inviter's primary role | Roles they can invite |
| - | - |
| Director | All staff roles. |
| Developer | All staff roles except Finance Executive. |
| Branch Manager | Sales, processing, and marketing roles. |
| Sales Manager | Sales Team Leader and Sales Executive. |
| Processing Manager | Processing Team Leader, Processing Executive, and Processing Supervisor. |
| Finance Manager | Finance Manager. |
| Marketing Manager | Marketing Manager and Marketing Executive. |
| Other roles | No invitation permission under the standard role setup. |

## Organize working teams

Use **Teams** to organize staff within a department. A working team is separate from the **Team** tab in Settings: the Settings tab handles invitations, while Teams groups people who already have staff records.

When creating a team, provide a name, team key, and department. The key identifies the team in API calls. The form suggests a key from the name, and you can change it before creating the team.

Choose reporting members where the department supports them. The **L2 Reporting Member** is considered the team lead; additional reporting levels appear according to the selected department. The department can be fixed by the portal you are using or by your role.

When adding staff to a team, the member picker filters for the department's executive role. Maintain reporting members separately using the reporting fields. Team membership helps organize work; it does not replace staff roles or grant Console access.

## Maintain access when responsibilities change

Keep the staff record current when someone changes responsibilities. Review their primary role, secondary role, account status, and working team rather than creating another account for the same person.

| Situation | What to do |
| - | - |
| Invitation sent to the wrong email | Revoke the pending invitation, then invite the correct address. |
| Person needs a different responsibility | Ask someone with role assignment permission to review their primary and secondary roles. |
| Access is temporarily paused | An authorized administrator can review the staff account status. Suspended and disabled accounts are blocked from staff API access. |
| Person leaves the organization | Ask an authorized administrator to review and remove their access through staff management. |

## Common questions

> [accordion] Does everyone in my team get Console access?
>
> No. Console access comes from assigned roles. Director and Developer include that permission; joining a working team does not add it.

> [accordion] Why is a role missing from the invitation list?
>
> Invitation choices depend on your primary role. Ask a Director to send the invitation when your role cannot invite the required role.

> [accordion] Can I invite a client as a staff member?
>
> Staff invitations grant staff access. Keep client accounts in the client portal process and only invite people who need to work as WorldVisa staff.

## Related guides

> [card] [Authentication](https://docs.worldvisagroup.com/developers/account/authentication.md)
>
> Help a colleague complete their invitation and sign in.

> [card] [Organizations](https://docs.worldvisagroup.com/developers/account/organizations.md)
>
> Understand the organization your membership belongs to.


## Related topics

- [How do subscribers work in WorldVisa?](https://docs.worldvisagroup.com/developers/concepts/subscribers.md)
- [Organizations](https://docs.worldvisagroup.com/developers/account/organizations.md)
- [Authentication](https://docs.worldvisagroup.com/developers/account/authentication.md)
- [Topics](https://docs.worldvisagroup.com/developers/concepts/topics.md)


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