Running a dealership is a team effort. From the sales executive who handles test drive enquiries, to the manager who reviews stock pricing, to the admin who updates listings—multiple people need access to your Car Spot account, often at the same time and with different levels of responsibility.
Car Spot's Team Members settings make it straightforward to add your staff, define their access, and keep your account organised as your team changes over time. This guide explains how it works and shares best practice for setting up a multi-user dealership account.
Where to Find Team Settings on Car Spot
Team management is handled from /dealer/dashboard/settings/members in your Car Spot dealer dashboard. Here you can invite new team members by email, review current members and their roles, and remove access for staff who have left.
Inviting a New Team Member
To add a new member to your Car Spot account, navigate to /dealer/dashboard/settings/members and click Invite member. Enter their work email address and select the appropriate role. They will receive an email invitation with a link to set up their account access.
- Use work email addresses rather than personal ones for professional accounts
- Invite only the staff who actively need access — keep the member list tidy
- Set the correct role at the point of invitation to avoid needing to change it later
- Follow up with the invitee to confirm they have accepted and can log in
Understanding Team Member Roles
Car Spot's team permission system is designed to give each person the access they need for their job—without granting unnecessary access to sensitive account settings or billing information. Roles available include:
Account Owner
The account owner has full access to all features, including billing, subscription management, and team settings. Only one person per dealership account should have owner-level access. This is typically the dealer principal or business owner.
Admin
Admin users can manage listings, access the inbox, update the dealer profile, and manage team members. They cannot access billing. This role is suitable for dealership managers or senior sales staff.
Member
Standard members can manage listings and respond to buyer messages in the inbox. They cannot access account settings, billing, or team management. This role is appropriate for sales executives and listing administrators.
Best Practices for Multi-User Dealership Accounts
As your team grows, a few simple habits will keep your Car Spot account well organised and your data secure:
- Review the members list every quarter to remove accounts for staff who have left
- Never share login credentials between team members — each person should have their own account
- Assign the minimum role necessary for each staff member to do their job
- Update the account owner details immediately if the principal changes
- Use the admin role sparingly — not everyone needs access to team settings
Managing the Inbox as a Team
With multiple team members accessing the Car Spot inbox, coordination is important to avoid duplicate responses or missed messages. Use the inbox's conversation status features to indicate when a message has been handled or is awaiting a follow-up. Establishing a clear team protocol—for example, who owns enquiries on which vehicle types—prevents confusion.
Removing Access for Former Team Members
When a member of staff leaves your dealership, remove their Car Spot access on the same day. Navigate to /dealer/dashboard/settings/members, find their account, and remove or deactivate it. This is good security practice and prevents former employees from accessing buyer communications or listing data.
