Team and permissions
Seats, invitations, and giving each person exactly the access their role needs.
Business → Team is where your organisation's people are managed — who has a login, what they cost, and what they can see.
Seats
A seat is an active login that isn't a client. Free, Pro and Business include 1 seat; Business Pro includes 3. Client portal users are always free and unlimited — they never consume a seat. See Plans and billing.
Inviting someone
When you add a team member, the first fork is how their time works:
- You pay them — they get a cost rate, and their logged hours feed project costs and margins (see Costs and margins).
- They just log time — a subcontractor who bills you separately, say; their hours track effort without a payroll-style cost line.
A team member can also be linked to their company in your CRM (as My vendor), so their invoices-to-you and their logged time meet in the same margin.
Permissions
Admins see everything. For everyone else, access is built from capabilities — switches per person:
| Capability | Grants |
|---|---|
| All projects | Every project, or — switched off — only the projects you explicitly put them on. This is how a subcontractor sees just their own engagement. |
| My Business | The business-side section: costs, bills, forecast. |
| Invoices | Invoicing, rate cards and contracts. |
| Clients & pipeline | Client records and the sales pipeline. |
| Insights reports | Cross-project reporting. |
| All inboxes & meeting notes | Every connected inbox and every meeting's notes and transcripts. Switched off, they see only the emails they synced themselves and the meetings they attended, synced from their own calendar, or entered by hand — on the project Emails tab, in Meeting Notes, and in Ask Ambi. Off by default: a colleague's inbox is theirs. |
| Team email in status updates | Status updates they draft with Ambi can draw on every team member's emails on the project. Switched off, a draft uses only the emails they synced themselves — so a colleague's mail never ends up in a client update without your say-so. Off by default. Scheduled updates are drafted as the account owner, so they use all the project's emails. |
| Portal manager | Managing what clients see in the portal. |
The navigation, pages and APIs all enforce the same switches, so "can't see it" means actually can't see it — not just a hidden menu item. Ask Ambi is built from the same rules: a team member's copilot sees their client work and their own tasks, mail and meetings, and never the money, pipeline or colleagues' inboxes unless you've switched those on.
Leavers
Deactivate a leaver's login and their seat frees up; their history — logged time, comments, activity — stays on the projects where it belongs.
Tip: start people with less. It's one click to grant a capability later, and no clicks to wish you hadn't shared the pipeline with a two-week subcontractor.
Last updated 15 September 2026
Still stuck? Raise a ticket from Help & support inside Ambital and we'll reply by email.