Team Management & Business Accounts

Scale your Yelp and Thumbtack Auto Responder and automated lead response system across your entire organization. Manage team access, permissions, and business hierarchies for effective collaboration.

Core Concepts

Business Structure

Hierarchical Organization

• Root Business - Main company account with billing and admin control
• Sub-businesses - Divisions, departments, or locations under main account
• Sources - Individual Yelp profiles and Thumbtack accounts assigned to businesses
• Team Members - Users with specific permissions and source access

Permission Levels

Admin (Business Owner)

• Full access to all sources and business management
• Can invite and manage team members
• Access to billing and payment settings
• Can move sources between businesses
• Complete control over yelp business automation settings

Manager (Team Member)

• Access to assigned sources only
• Can configure messaging and integrations for assigned sources
• Full lead management for their sources
• Cannot access billing or manage other team members
• Cannot move sources between businesses

Team Setup Process

Managing Team Members

Adding Users

Email Invitation Process

1. Navigate to business settings
2. Click “Invite Team Member”
3. Enter email address and select permission level
4. Team member receives invitation email
5. They create account or sign in to access assigned sources

Permission Management

Admin Capabilities

• Manage all team members and permissions
• Assign and reassign source access
• Control yelp AI assistant configurations
• Access billing and business settings

Manager Limitations

• Cannot invite or remove team members
• Limited to assigned sources only
• Cannot modify business-level settings
• Cannot access financial information

Source Assignment

Flexible Access Control

• Assign individual sources to specific team members
• Share sources across multiple team members
• Grant business-level access for department managers
• Modify assignments as team structure changes

Business Hierarchy Examples

Multi-Location Business

Main Services Company
├── Location A Sources
├── Location B Sources
└── Location C Sources

Service Division Structure

ABC Services Corporation
├── Plumbing Division
│   ├── Downtown Yelp Profile
│   └── Plumbing Thumbtack
├── HVAC Division
│   ├── HVAC Yelp Profile
│   └── HVAC Thumbtack
└── Electrical Division
    └── Electrical Yelp Profile

Advanced Features

Source Movement

Admin-Only Capability

• Move sources between businesses within organization
• Useful for restructuring or growing teams
• Maintains all source data and conversation history
• Requires Admin permissions

Billing Hierarchy

Centralized Payment

• Parent business handles billing for all sub-businesses
• Consolidated invoicing for entire organization
• Department-level usage tracking
• Cost allocation reporting

Collaborative Workflows

Team Coordination

• Shared access to lead conversations
• Team member identification on messages
• Handoff capabilities between team members
• Consistent yelp auto response behavior across team

Security & Access Control

Email-Based Authentication

• Team members sign in with their email address
• Secure invitation system prevents unauthorized access
• Permission verification on every login

Role-Based Security

• Users only see sources they have permission to access
• Business-level isolation prevents cross-business data access
• Audit trail for permission changes and source access

Data Protection

• Team member changes logged and tracked
• Source access history maintained
• Secure sharing of customer conversations and lead data

Best Practices

Organization Structure

• Match your business - Align digital structure with actual business hierarchy
• Clear ownership - Assign clear source ownership and responsibilities
• Gradual access - Start with minimal permissions, expand as needed

Team Management

• Regular reviews - Periodically review team access and permissions
• Onboarding process - Establish clear procedures for new team members
• Documentation - Maintain records of who has access to what sources

Communication

• Role clarity - Ensure team members understand their access level
• Change notification - Communicate permission or access changes promptly
• Support channels - Establish how team members get help with their access

Common Use Cases

Growing Agency

Start with a few sources and team members, then scale by adding sub-businesses for different service lines or client segments.

Multi-Location Franchise

Create separate businesses for each location with local managers, while maintaining centralized billing and oversight.

Seasonal Teams

Add temporary team members during busy seasons with Manager access to specific sources, then remove access when no longer needed.

Service Specialization

Organize team by service type (emergency, residential, commercial) with specialized yelp automatic follow-ups for each division.

Getting Started

1. Set up your business structure - Organize your sources and sub-businesses
2. Invite team members - Add users with appropriate permissions
3. Configure source access - Assign sources and set up messaging
4. Train your team - Ensure everyone understands the lead management system

Questions about team management? Email support@nzleads.com or use in-app chat for guidance.