Inviting your team
Add teammates to your workspace and assign them the right level of access.
Kaliun is a multi-user platform from the ground up. Every teammate gets their own login and permissions are controlled by roles. You can have as many users as your plan allows.
Send an invite
- Go to Settings → Team Members
- Click Invite Member
- Enter their email, name, and role
- Click Send Invite
Kaliun emails them a signup link. It expires after 7 days; you can resend from the same page if they miss it.
Roles at a glance
Kaliun ships with four roles. You can customize them and create new ones under Settings → Roles.
| Role | Typical use | Access |
|---|---|---|
| Owner | Founder / business owner | Everything, including billing |
| Admin | Office manager, operations lead | Everything except billing & owner transfer |
| Member | Sales reps, PMs | Everything assigned to them; cannot change settings |
| Viewer | Read-only bookkeeper, auditor | Can see but not edit |
You're free to create custom roles. For example: "Estimator" with proposal access but no invoice visibility, or "Field Lead" with project access but no financials.
What roles actually control
Under the hood, every role is a collection of permissions with two dimensions:
- Object-level: can the user see/edit/delete Proposals, Invoices, Projects, Contacts, etc.?
- Scope: "All" (workspace-wide) or "Assigned only" (just records the user is assigned to)
So a Member with "Proposals: edit, Assigned only" can only touch proposals where they're listed as an assignee. They won't even see other people's work in the list.
For the full permission model see Roles and Permissions.
Field-level permissions
Sensitive fields — like cost on proposal line items or payment totals on invoices — can be hidden per role. This lets sales reps quote client prices without ever seeing your internal costs.
Configure under Settings → Roles → [Role] → Field Permissions.
Removing a user
When a teammate leaves, go to Settings → Team Members → [User] → Deactivate.
Deactivating a user:
- Revokes their login immediately
- Keeps all their historical data (proposals they created, comments they made, etc.)
- Un-assigns them from active records (projects, tasks, leads)
- Logs the change in the workspace audit trail
You can reactivate later if they come back. Deleted users (as opposed to deactivated) cannot be restored — use delete only when required by privacy laws.
Common setups
Solo contractor. Just you. Owner role, no invites needed.
Small team (2-5). Owner (you) + Members for each sales rep or PM. Use "Assigned only" scoping so reps see their own pipeline.
Office + field. Owner + Admin (office manager) + Members (sales reps) + custom "Field Lead" role with project access but no financial visibility.
Agency managing multiple contractors. One workspace per client, each with its own team. See Multi-workspace guide (coming soon).