Team Management

Learn how to add team members, manage roles, and set permissions in PDF CreateMate.

Adding Team Members

You can invite multiple users to your PDF CreateMate organization.

Inviting New Members

1. Go to Team
2. In the Invite Member form, enter their email address
3. Select their role
4. Click Send Invitation

The invited user receives an email with instructions to join.

Member Status

Roles & Permissions

PDF CreateMate currently exposes two roles for organizations:

• Owner: Full access (team management, billing, org settings, templates, generation).
• Member: Standard access (sync properties, generate documents, update profile; no team/billing management).

Permission Comparison

What Each Permission Covers

Generate PDFs — Trigger document generation from HubSpot workflows, manually from the template page, or via the API. Available to all members.

Create/Edit Templates — Build new templates using the template builder, upload files, configure settings, and publish changes. Available to all members.

Delete Templates — Permanently remove a template and all its generated documents. Restricted to Owners only to prevent accidental data loss.

Manage Team — Invite new members, change roles, deactivate or permanently remove members, and resend invitations. Restricted to Owners only.

Access Billing — View the billing page, purchase credits, manage payment methods, configure auto-recharge, download invoices, and update billing address. Restricted to Owners only.

Change Org Settings — Update organization-wide settings such as date format, link display mode, email notifications, and HubSpot portal connection. Restricted to Owners only.

Managing Existing Members

Changing Roles

1. Go to Team
2. Find the team member
3. Click the menu (⋮) next to the member
4. Select Change Role
5. Choose the new role in the dialog
6. Click Save

Removing Members

There are two ways to manage member access:

Temporary (Deactivate):

1. Go to Team
2. Find the team member
3. Click the menu (⋮) next to the member
4. Select Deactivate
5. Confirm the action
6. The member can be reactivated later

Permanent (Remove):

1. Go to Team
2. Find a deactivated member
3. Click the menu (⋮) next to the member
4. Select Remove Permanently
5. Confirm the removal
6. This action cannot be undone

Multiple Users Benefits

Having multiple team members allows:

• Collaboration: Multiple people can create and manage templates
• Redundancy: No single point of failure for access
• Specialization: Different roles for different responsibilities
• Audit Trail: Track who made changes

Best Practices

Role Assignment

• Use Owner for people who must manage team and billing
• Use Member for most template creators and generators

Security

• Regularly review team member access
• Remove members who no longer need access
• Use strong passwords

Onboarding

When adding new team members:

1. Assign appropriate role
2. Share relevant documentation
3. Show them existing templates
4. Explain naming conventions