Sensitive Data Reaches the Wrong People
Without structured permissions, internal resource rates, project margins, and client invoices become visible to contractors and delivery team members who have no reason to see them.
Team Management
Invite Members, Assign Roles, and Keep Sensitive Data Where It Belongs
Tolmete Team Management gives agencies precise control over who sees what — from project margins and client invoices to delivery workflows and contributor access. A three-role permission management model ensures that sensitive data stays with the right people and the rest of the team stays focused on their work.
The Problem
Uncontrolled Team Access Creates Unnecessary Risk
Agency teams handle sensitive information every day: time logs, invoices, billing data, AI-generated delivery signals. Without structured team access management, that data spreads further than it should, one person becomes a bottleneck for every access decision, and nobody audits permissions until something goes wrong.
One Admin Becomes a Bottleneck
When team administration depends on a single person, inviting members, updating roles, and handling pending invitations all end up in the same queue, delaying delivery.
Offboarding Can Break Project Records
When a departing member is deleted instead of archived, their time logs are lost, breaking utilization metrics and historical client reports that billing and audit rely on.
Tolmete replaces informal access with role-based permissions built around three real agency roles, so access follows responsibility, not convenience.
One Place to Manage Every
Member, Role, and Permission
The People page is where all team access management happens in Tolmete. Invite new members, track pending invitations, update roles, and archive departing team members. Every action runs through one table, connected to the same permission model that governs reporting, billing, and client-facing delivery.
Tolmete removes that handoff with a built-in invoice builder that works directly from project time logs. Teams can move from logged work to a sent invoice without exports or reformatting.
1. Admin Opens the People Page
01/07
How It Works
Everything a Client Needs to Trust the Work
The Tolmete client portal gives clients a clear, structured view of what happened on their project, without requiring them to ask. Each section answers the questions clients have but rarely say out loud.
1. Invite People Into the Organization
01/04
Invite one or multiple team members by email and assign a role before the invitation goes out. The default is Contributor, so access starts focused from day one.
Key Capabilities
Everything Teams Need to Manage People and Access Clearly
Tolmete team access management gives agencies full control over people management, invitations, roles, and permissions across the platform so sensitive data stays protected, and delivery teams stay focused on their work.
People page
A complete view of every organization member: name, email, role, and status, with search, filters, sorting, pagination, and visibility into archived members.
Batch Invitations
Invite team members in batches, assign a role to the entire batch, validate email addresses before sending, and undo accidental additions before they reach inboxes.
Pending Invitation Management
Every unaccepted pending invitation stays visible and actionable, so admins can resend expired ones or revoke those that are no longer relevant.
Role and Profile Editing
Open any member’s details drawer to update their information and manage team roles without leaving the workflow. Role tooltips explain what each permission level covers.
A Three-Role Model That Matches How Agencies Work
The estimator and the person delivering the work are often different people. The variance may come from incomplete discovery, a failed technical assumption, or a scope decision that changed the amount of work required.
In fixed-price projects, the scope conversation can happen while budget and delivery options are still available. On T&M, the account manager can explain the revised forecast before the client encounters an unexpected charge.
Each completed evaluation window also strengthens the project’s baseline. Over time, Tolmete judges current drift against the project’s history of estimates instead of applying a single generic benchmark to every team.
Agency Leader
Portfolio margin visibility before risk reaches the client.
Project manager
A live burn picture instead of a month-old spreadsheet.
Client
Clear change requests mid-project, without an end-of-project standoff.
Give Every Teammate Access
That Matches Their Role
Set up your team so agency leaders hold strategic control, project managers run delivery independently, and contributors stay focused on their own work. Tolmete makes that the default structure from day one, not an ongoing configuration project.
Key Features
Manage the Full Team Lifecycle
From Onboarding to Offboarding
People join, responsibilities shift, and contractors finish engagements. Tolmete covers every stage of member administration so the team structure always reflects how the organization actually works today.
- 01.
New member onboarding
Invite team members in batches, assign the correct role before the invitation goes out, and allow members to appear in the active People list only after they accept the invitation.
- 02.
Role changes
Promote a Contributor to Project Admin or adjust role-based access control when responsibilities shift, without waiting on someone else to make the change.
- 03.
Pending invitation cleanup
Review what’s outstanding, resend what needs to go out, and revoke invitations that are no longer relevant so onboarding never stalls.
- 04.
Safe offboarding
Archive team members instead of deleting them. Access is removed instantly while project history, time logs, and delivery references remain available for billing and audit.
Sensitive Data Protection
Protect Sensitive Data
Without Slowing Delivery
Tolmete handles project work, time tracking, client reporting, invoicing, billing, and AI-powered delivery signals on a single platform. All of it needs to reach the right people and stop there.
Financial Data Stays Protected
Internal resource rates, project margins, and client invoices stay visible only to the roles that own them, not the full delivery team.
Delivery Stays Delegated
Project Admins have everything they need to run client work and manage mitigation plans without escalating to org-level access for routine decisions.
Historical Records Stay Intact
Client reports, utilization metrics, and delivery history stay complete even after team members leave, so billing cycles and audits never depend on who’s currently active.
Tolmete removes that handoff with a built-in invoice builder that works directly from project time logs. Teams can move from logged work to a sent invoice without exports or reformatting.
01. People table with roles
01/05
Why Tolmete is Different
Why Tolmete Team Management is Different from Flat Access Control
Informal access grows quietly until something breaks. Unlike most team management software, Tolmete builds team access control around three roles that reflect how agencies actually distribute responsibility.
Without Tolmete
Flat Team Access
- Developers see commercial rates and invoices they have no reason to access
- Project managers must ask the account owner to invite each new contractor or team member
- Everyone gets the same access regardless of their responsibilities
- Departing members get deleted, breaking historical logs and reports
- Pending invitations pile up with no way to track or revoke them
- No safe way to remove a user without damaging billing history
With Tolmete
Tolmete Team Management
- Financial data stays visible only to the roles that own it
- Project admins onboard their own teams without touching global settings
- Three roles ensure visibility matches each person’s responsibilities
- Archived members lose access while all historical records stay intact
- Time, activity, and contributor data are visible
- Invitations stay visible, actionable, and easy to manage
- Every access change is traceable and safe to reverse
Flat access creates exposure and friction. Tolmete gives agencies the clarity to delegate confidently, protect financial and client data, and keep the team moving at every stage of the lifecycle.
Give Every Team Member
The Right Level of Access
Structured team access management keeps sensitive data with the right people, gives every member the access their work requires, and keeps project history intact as the team changes.
FAQ
Frequently Asked Questions
Everything you need to know about Tolmete.
Team Management is where admins invite, organize, and control access for every person inside a Tolmete organization. It runs through the People page and covers every stage of the team lifecycle.
Tolmete uses three roles: Super Admin, Project Admin, and Contributor. Each has a defined scope across projects, reports, billing, client portals, and AI delivery signals, so team roles and permissions match responsibility rather than convenience.
Super Admins and Project Admins can invite team members. The scope of who they can invite and what roles they can assign depends on their own permission level.
Yes. Paste multiple email addresses into the invite modal, assign one role to the full batch, and send. Instead of repeating the same action for each person, Tolmete handles the whole batch at once.
Unaccepted invitations stay visible in the People page. Admins can resend expired ones or revoke those that are no longer needed, so onboarding never gets stuck waiting on a missed email.
Yes. Role-based access control gives admins full user access management from the People table or member details drawer. When responsibilities change, access changes with them immediately.
Yes. Archive team members instead of deleting them. This is how access control for teams works in Tolmete: member management stays clean and historical time logs remain intact for billing and audit.