How to Manage Your Dealership Team in South Africa

Running a dealership is a team effort. From the sales consultant who handles test drive enquiries to the dealer principal who reviews stock pricing to the administrator who updates listings — multiple people need access to your Car Spot account, often simultaneously and with different levels of responsibility.

Car Spot's Team Members settings make it straightforward to add staff, define their access, and keep your account organised as your team changes. This guide explains how it works and shares best practice for setting up a multi-user dealership account in South Africa.

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 all professional accounts
• Invite only 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 successfully

Understanding Team Member Roles

Car Spot's team permission system gives each person the access they need for their role — without granting unnecessary access to sensitive settings or billing information.

Account Owner

The account owner has full access to all features, including billing, subscription management, and team settings. Only one person per dealership should hold owner-level access — 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 suits 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 consultants and listing administrators.

Best Practices for Multi-User Dealership Accounts

• 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

Removing Access for Former Team Members

When a staff member 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 essential security practice and prevents former employees from accessing buyer communications or listing data. Given the sensitivity of buyer information held under POPIA obligations, prompt removal of leavers is a legal compliance matter as well as a business security one.