Powerlily lets you build a team and control exactly what each person can see and do. A sales agent should not see every deal in the company, a field installer should never see your margins, and only an owner should be able to change utility rates or billing. Roles handle all of that. This article explains each role, how to invite people, how to assign roles and workflows, and how team members work together through mentions.
The roles
Every person on your team has one role. Four of them are the ones you will assign day to day, plus two that sit at the edges.
Admin. Full access to everything in the company. Admins manage quotes, leads, workflows, and the equipment catalogue, and they alone can change company configuration: utilities, incentives, company settings, themes, and the team itself. This is the owner-or-manager role.
Team Member. The default role for a new staff member. Team members can manage the operational side of the business: quotes, leads, workflows, invoices, posts, the equipment catalogue, and consumption profiles. They can read utilities and incentives but cannot change them, and they cannot touch company configuration or manage the team. Give this to staff you trust with the work but not the company settings.
Agent. A restricted role for salespeople who should only see their own book of business. An agent sees the leads assigned to them, the quotes they created, and the workflows they have been assigned to, along with the customers tied to those deals. They cannot see other agents' quotes, and they cannot create workflows, edit the equipment catalogue, or change company settings. They have read-only access to the catalogue, utilities, and incentives so they can still build quotes.
Installer. A view-only role for field crews. An installer sees only the workflows assigned to them and the quotes within those workflows, and crucially they cannot see any pricing or financial data. No costs, no margins, no proposal dollar figures. They cannot edit or create anything. This lets you share job details with a subcontractor without exposing your numbers.
The two edge roles:
Superadmin. Powerlily staff. This is not a role you assign; it is reserved for the Powerlily team for support and platform management.
Client. Your end customer. Clients get their own portal where they see their own quotes, systems, and messages, and nothing else about your company. Clients are created through the customer side of the app, not the team page.
One specialized role at a time
Admin, Agent, and Installer are mutually exclusive. A person can hold at most one of them. Making someone an Admin automatically clears any Agent or Installer status, and the system will not let a user be two specialized roles at once. Removing a person's specialized role drops them back to the default Team Member, which is simply the absence of a specialized role.
So the practical model is: everyone starts as a Team Member, and you promote them to Admin, Agent, or Installer as needed, or leave them as a Team Member.
What each role can do, at a glance
Capability |
Who |
|---|---|
Company settings, utilities, incentives, billing |
Admin only. |
Equipment catalogue (add and edit panels, inverters, batteries, equipment) |
Admin and Team Member. Agents and Installers can view it only. |
All quotes and leads in the company |
Admin and Team Member. |
Only assigned or self-created quotes and leads |
Agent. |
Only assigned workflows and their quotes, view-only |
Installer. |
Pricing and financial data on quotes |
Everyone except Installers. |
Managing the team and assigning roles |
Admin only. |
Inviting team members
From the Team page, click Invite Team Member and enter the person's details. Powerlily creates their account with a temporary password and emails them a welcome message so they can sign in and set their own password. New members arrive as Team Members by default; you then assign a more specific role if you need to.
Assigning and changing roles
On the Team page, each member has controls to set their role: Make Admin, Make Agent, and Make Installer. These are toggles. Clicking Make Admin on a Team Member promotes them; clicking Remove Admin Role returns them to Team Member. Because the specialized roles are mutually exclusive, promoting someone to one role clears the others automatically. Only an Admin can manage roles.
Assigning workflows to agents and installers
Agents and Installers only see what they are assigned, and that assignment is done by workflow. When you make someone an Agent or Installer, you assign them one or more workflows, and from then on they can see the quotes that live in those workflows (plus, for agents, the leads assigned to them and quotes they create themselves). An agent or installer with no assigned workflows sees very little, so workflow assignment is what actually puts work in front of them.
You can also set a member's default workflow and default stage, which is where new work they create lands by default. Only Admins can manage workflow assignments and defaults.
Pricing visibility
This is worth stating on its own because it is the most common reason to use the Installer role. Installers cannot see pricing anywhere: not the system cost, not the proposal totals, not margins or incentives. Every other staff role sees pricing. If you work with subcontracted installation crews and want to share the design and job details but not your numbers, the Installer role is how you do it.
Mentioning teammates
Throughout Powerlily, comment threads (on posts, quotes, documents, and client updates) support mentions. Type @ and pick a teammate to mention them as @[Name]. The person you mention is notified, which is how you pull a colleague into a thread, ask a question, or hand off a task without leaving the record you are working on. Mentions notify the people involved in that thread automatically as well, such as the author of the post or document.
There is also a special mention: Pericles, the AI assistant. When a staff member mentions @[Pericles] in a comment thread, the assistant reads the context and replies in the thread. This only works for staff (admins and team members), not for clients, so a customer in the portal cannot use a mention to pull company data out of the assistant.
The AI assistant (Pericles)
Pericles, the AI assistant, can answer questions across your company's quotes, leads, and customers. Because its tools reach company-wide data, access is limited to staff who can already see everything: Admins and Team Members (and Powerlily superadmins). Agents are excluded because their visibility is deliberately scoped, Installers because they cannot see financial data, and Clients because the assistant would otherwise expose company information. Pericles is a Pro feature.
Quick reference
- New hire: invite them from the Team page. They start as a Team Member.
- Owner or manager: Make Admin. Full access including company settings and the team.
- Salesperson who should only see their own deals: Make Agent, then assign their workflows.
- Field crew or subcontractor who must not see pricing: Make Installer, then assign their workflows.
- Trusted staff who run the day to day but should not change company config: leave them as a Team Member.
-
To loop a colleague in: mention them with
@in any comment thread. Mention@[Pericles]to ask the AI assistant.
Related articles
- The Client Portal. The customer-facing Client role in depth.
- Utilities, Rates, and Consumption. Admin-only company configuration.
- Incentives, Rebates, and Discounts. Admin-only company configuration.
- Pericles, Your AI Assistant. Which roles can use the AI assistant.
