Manage roles, approvals and workspaces

Start with responsibilities

Decide who manages the workspace, who prepares customer documents and who approves commercial decisions. Use individual access and review membership when someone changes responsibilities or leaves the team.

Open the workspace and review membership

Select the workspace name near the bottom of the sidebar. The Workspace page includes the member list, Invite, role controls and workspace information. Invite people through their own email addresses; verify the recipient and intended role before sending an invitation. Review invitations and seats before resending or creating another account.

Understand available roles

Role availability depends on your workspace plan. The app’s permissions determine the actions a particular user can perform.

A role name does not replace your internal approval policy. Make sure the people reviewing quotes understand the commercial decisions they are authorized to make.

Configure a review process on Scale

Scale includes approval workflows for quotations and invoices. Set the required reviewer or reviewers from the appropriate administrator, approver or owner roles. A workflow can require approval from the assigned person or all configured reviewers, according to your setup.

Give reviewers a clear decision

Document who is allowed to approve discounts, payment terms and unusual scope. The preparer should explain the exception, and the reviewer should inspect the actual quote or invoice. A role such as Admin gives access in the software; it does not by itself establish a person’s commercial authority. Avoid approving a document solely because its total matches an expected number.

Prepare, request, review and proceed

Give the team a repeatable way to handle an offer that needs approval.

1. The preparer checks customer details, line items, totals and terms.
2. The team member requests the required approval.
3. The reviewer checks the complete document and raises any needed changes.
4. The preparer resolves the changes and completes the configured review process.
5. The document is shared with the client after the required approvals are complete.

Use visibility to support the team

Paid plans include the team activity timeline. Pro and Scale add sales leaderboards and performance and revenue analytics. Use these views to ask useful questions about active work and unblock the next step; do not treat a single metric as the entire story.

Manage multiple workspaces carefully

Scale supports managing multiple workspaces from one account. Each workspace has a separate subscription. Check the active workspace before entering records, changing branding or publishing documents, especially when you work across multiple businesses.