Add your team members to Hellopeter Portal so everyone stays on top of reviews. Assign roles to control who can do what.
Managing reviews is a team effort. You might want your manager to reply to customers, your receptionist to monitor incoming feedback, or your director to track performance. Hellopeter lets you invite team members and give each one the right level of access.
This guide covers inviting users, assigning roles, and managing your team as people join, change roles, or leave.
Who Can Invite Team Members
Only account Admins can invite, suspend, or remove team members. If you're an Admin, you'll see Users in the sidebar. If you're a standard User, you won't see this section.
Tip: If you need help from someone but aren't an Admin, ask your account owner to invite them.
Invite a Team Member
To invite someone to your account:
1. Click Users in the sidebar.
2. Click the Invite User button in the top right.
3. Enter their email address in the dialog box. This is the email they'll use to sign in to their Hellopeter account.
4. Choose their role:
- Admin - Full access to all portal features, plus the ability to invite, suspend, and remove other users. Give this role to owners and managers.
- User - Full access to all portal features. The only difference from Admin is they cannot manage other users.
5. Click Send Invitation.
The person will receive an email with a link to join. The invitation expires in 7 days. If they don't accept it, you can resend the invitation from the Users page.
Note: The invitee doesn't need a Hellopeter account yet. When they click the link, they'll set up their password and join immediately.
Manage Your Team
Click Users in the sidebar to see everyone on your account.
You'll see:
• Total Users - How many people are on your account
• Active - People who've accepted their invitations and can access the portal
• Pending Invites - People you've invited but haven't accepted yet
The Team Members table shows each person's name, email, role, status, and when they last logged in.
Change Someone's Role
If a User should become an Admin (or vice versa):
6. Find the person in the Team Members table.
7. Click the three-dot menu on the right side of their row.
8. Select Change Role and choose the new role.
9. Confirm. They can use the new permissions immediately.
Suspend a Team Member
If someone is on leave or shouldn't access the portal temporarily:
10. Find them in the Team Members table.
11. Click the three-dot menu and select Suspend User.
12. Confirm. They'll lose access to the portal, but their account can be reactivated later.
You can reactivate them anytime by clicking the menu and selecting Reactivate User.
Warning: Suspended users cannot access reviews, invitations, or settings. If they're the only one with knowledge of a critical process, make sure someone else learns it before suspending them.
Remove a Team Member
If someone leaves your business or no longer needs access:
13. Find them in the Team Members table.
14. Click the three-dot menu and select Remove User.
15. Confirm. They'll be permanently removed from your account and can't be reactivated. (They can be invited again as a new user if needed later.)
Warning: Removing is permanent. Make sure you want to delete their access before confirming.
User Limits by Plan
Each subscription tier allows a certain number of team members. Your current limit is shown at the top of the Users page.
Plan | Users Allowed |
Free Trial | 2 |
Growth G1 | 2 |
Growth G2 | 2 |
Growth G3 | 3 |
Growth G4 | 4 |
Premium P1 | 8 |
Premium P2 | 10 |
Premium P4 | 30 |
This count includes both active users and pending invitations. If you're at your limit and need to add someone, either suspend an existing member or upgrade your plan.
Plan info: If you need more team members than your plan allows, click Billing in the sidebar to upgrade your plan.
Your increased limit takes effect immediately after payment.
Pending Invitations
People you've invited but who haven't joined yet show as "Pending" status.
To resend an invitation:
16. Find the pending user in the table.
17. Click the three-dot menu and select Resend Invitation.
18. A new invitation email will be sent immediately. The new invitation expires in 7 days.
To cancel an invitation:
19. Find the pending user in the table.
20. Click the three-dot menu and select Cancel Invitation.
21. Confirm. The invitation link will expire, and you can invite someone else with that seat.
Your Own Account
You'll see "(you)" next to your name in the Team Members table. You can't suspend or remove yourself, and you can't change your own role. If you need to change your role or be removed, ask another Admin to do it.
Tip: Always have at least 2 Admins on your account. If your main Admin leaves, you need someone else who can manage the account.
What Team Members Can Do
Both Admins and Users have full access to all portal features - reviews, invitations, analytics, profile, billing, and settings. The only difference is that Admins can manage other users (invite, suspend, and remove team members). Users cannot.
Still need help? Use the live chat inside your portal to get in touch with our customer success team.