Mallow Help Center
How-to Guides

Add users to your account

Adding new users to your Mallow account is straightforward, but only admins can add and manage team members from Settings. If you're a manager or viewer, you'll see the Team Members tab in read-only mode.

Add a team member from Settings

To add a new user from your account settings:

  1. Log into your Mallow portal.

  2. Click the Account button in the bottom-left corner and select Settings.

  3. Navigate to the Team Members panel.

  4. Click Add Member.

  5. Enter the team member's name and email address, then choose their role.

  6. Click Send Invite. If the team member already has a Mallow login, they'll receive an email invitation that opens the Join company flow, where they sign in with the invited email address and click Accept invitation to get access to your account with their existing login. New team members without a Mallow login continue through the signup invitation flow to create one.

User roles

Each user can be assigned one of three roles with different access levels:

  • Admin — Full access to everything, including all features and settings. Ideal for company owners or anyone who needs complete control over the account.

  • Manager — Access to core features only (creating invoices, payments, and contracts). No access to settings. Ideal for sales reps, billing managers, and employees who work directly with clients and payments.

  • Viewer — Review-only access. Cannot create invoices, documents, or access settings. Ideal for bookkeepers, accountants, and advisors who need visibility without editing permissions.

Managers and viewers can still edit their own Personal Info from Settings — this includes updating their name, email, and profile photo. All other settings tabs are read-only for non-admin roles.

Who can manage team members

In Settings, only admins can add, remove, or resend invitations for team members. Managers and viewers can view the Team Members list but cannot make changes.

If a manager or viewer attempts a restricted action, they'll see a message explaining that their role doesn't have access and should contact an admin for help.

  • Resend invitation — Sends a new invitation email to a pending team member.

  • Remove invitation — Cancels a pending invitation.

  • Remove user — Removes a team member's access to your account.

All of these actions are available only to admins in Settings.

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