Team management

This guide covers inviting team members, managing roles, and handling customer accounts.

Understanding roles

Scalar uses role-based access control. Each role has different permissions:

RoleAccess level
AdminFull access. Manage users, billing, settings, and all content.
StaffCreate and edit content. Cannot delete content or manage users.
ModeratorApprove ideas and moderate comments. Cannot create content.
ReaderView-only access to all content including private boards.
CustomerExternal user. Can submit ideas, vote, comment, and respond to surveys.

Inviting team members

  1. Go to Settings > Team
  2. Click Invite member
  3. Enter the email address
  4. Select a role (Admin, Staff, Moderator, or Reader)
  5. Click Send invite

What happens next

  1. The invitee receives an email with an invitation link
  2. The link expires after 7 days
  3. When they click the link, they can register (or log in if they have an account)
  4. They're automatically added to your company with the assigned role

Resending invitations

If an invitation hasn't been accepted:

  1. Go to Settings > Team
  2. Find the pending invitation
  3. Click Resend

This refreshes the expiry date (giving another 7 days).

Cancelling invitations

To revoke an invitation before it's accepted:

  1. Go to Settings > Team
  2. Find the pending invitation
  3. Click Cancel

The invitation link will no longer work.

Changing a member's role

  1. Go to Settings > Team
  2. Find the team member
  3. Click their role to open the dropdown
  4. Select a new role
  5. Changes take effect immediately

Only Admins can change roles.

Removing team members

  1. Go to Settings > Team
  2. Find the team member
  3. Click Remove
  4. Confirm the removal

The user loses access to your company immediately, but their user account remains.

Managing customer accounts

Customers are external users who can interact with your public content.

Viewing customers

  1. Go to Settings > Team
  2. Filter by Customers

Approving customers

If your company has "Require user approval" enabled:

  1. New customer registrations start as pending
  2. Go to Settings > Team
  3. Filter by Pending
  4. Click Approve or Reject for each

Enabling approval requirements

  1. Go to Settings > Advanced Controls
  2. Enable Require user approval
  3. New customers will need approval before accessing content

This requires the Privacy feature (Standard plan or Privacy add-on).

Permission summary

ActionAdminStaffModeratorReaderCustomer
View private boards✓✓✓✓✗
Create ideas✓✓✗✗Public only
Edit ideas✓✓✗✗Own only
Delete ideas✓✗✗✗✗
Approve ideas✓✗✓✗✗
Vote on ideas✓✓✓✗✓
Create announcements✓✓✗✗✗
Manage users✓✗✗✗✗
Manage billing✓✗✗✗✗
Edit company settings✓✗✗✗✗

Next steps

Last Updated:
Contributors: Tlotlego Mogapi