In your Karbon Settings you can manage your Colleagues, Teams and Job Roles. This is where you can invite your new colleague into Karbon, control their user permission, dedicate them to a team and specify the different job roles that your practice uses.

Adding a colleague or new user to Karbon is as simple as adding their email address and clicking 'invite'.

To add a new user, on the main menu, click 'Settings' and then select 'Invite'.

Then enter your colleague's email details, choose which User Permissions you would like them to have, and Karbon Concierge will send them an email letting them know that you've invited them.

Keep in mind when you invite in a new user, their user fee will be added to your firm’s subscription. If you have a question regarding this, please reach out to our Support Team at support@karbonhq.com or in-app via the Help & Feedback.

Their status will remain as pending until they accept the invite.

It is not necessary for all users in your Karbon account to have the same email domain. For instance, a contractor can be invited into Karbon without using the same email domain as the rest of your firm. You can do this by following the usual steps to invite a new user.

At any time you can resend the invitation link to your colleague. From 'Settings' in the main menu, click 'Colleagues'. Anyone in your team who hasn't accepted their invitation yet will display a pending status. Click on their name and scroll to the bottom to resend their invite.

Note that this will expire the previous invitation and send a new one to your colleague.
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​Note: If your colleague has not received the invite in their inbox when you sent it out initially, please have them check their spam email before resending the invite. If they still can't find it, try the following steps to solve the issue before contacting support.

User permissions let you control who can perform some company-wide actions. There are two types of permissions, your normal user permissions which allow team members to have certain access throughout Karbon and extra permissions which allow team members access to Time & Budget. You can only control other users' permissions if you are an admin user in Karbon.

When you add a new user to your team's Karbon account, they will be given Standard User permission restricting them from accessing Settings and exporting contact or work data.
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If you would like to have your new team member have different access, you should update their permissions through your 'Colleagues Settings'.

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If you are currently listed as an admin, you can alter a team member's user permissions. To do this locate them in Settings > Colleagues, select the appropriate colleague, and click 'Edit'. You have three options for user permissions:

Note: Restricted users cannot create work for clients they do not have access to and they are also not able to see Settings or Insights or export contact or work data. Restricted users can only send client requests to clients they are on the Client Team for.
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These extra permissions allow admin team members to have access to certain Time & Budget, Insights, Billing, or Work features

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​Restrictions without the permission:

If you have the permissions turned on, you'll be able to perform all of the above actions.

Navigate to the colleague and toward the bottom of the screen, you will be able to adjust the user permissions. After saving, you will need to refresh your browser to enable the update.

The Colleagues view in 'Settings' will show, you at-a-glance, who in your team has which user permission.

You can edit your own or your colleagues' details from Karbon's Settings section.

From 'Settings' in the main menu, select 'Colleagues'.

Click your own, or a user's name, to edit the following information for that individual:

Once you've finished making changes, don't forget to select 'Save'.

Everywhere you see a colleague’s avatar image, you’ll see a green dot if they are currently logged into Karbon.

If you go to Settings > Colleagues from the main menu, you will see all your team listed. This is a handy way of seeing at a glance who is online and offline.

A team member can be removed from your Karbon account at any time from your Settings menu using the Archive User feature. To remove a colleague from your Karbon account, you will need to be an Admin user.

On the main menu, click Settings > Colleagues and then select the colleague you'd like to remove. You'll then see the colleague's profile and can:

The colleague will now be removed from your Karbon account.
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You can easily remove someone from your Karbon account, but there are several steps you should take to ensure any emails, tasks and work items for that team member do not go unattended:

Best Practice Tip: If there are multiple people who will take ownership of their outstanding items, you can create a temporary user with a dummy email address (you won't be charged for this user provided the invitation is not accepted), then re-assign the tasks to the temporary user when you archive the colleague.

When reassigning items, note that for work on repeating schedule that is not in a status of completed, will be bulk reassigned along with the other items mentioned above. The new assignee will then automatically carry forward on future instances of work on the schedule.

If no work items on the schedule are currently active (for example, an annual repeating tax return where the current year's work is complete and the next year's has not been created yet), then when the next work item in the schedule is created it will be assigned to the Colleague designated in the bulk reassignment described above. Don't forget that if you are using a dummy user to split the reassigned work across multiple people, new work from the schedule could be created for that dummy user in the future.

Changing a user's password in the email provided won't immediately eliminate access to Karbon, as the user will still be authenticated. In order to eliminate access, the user must be archived in Karbon.

When you remove the user from Karbon, ALL emails that have been added to timelines will remain. We recommend however assigning out all emails currently in their Triage prior to archiving them to ensure no communications are missed.

If you hire a new staff member to replace a departing one, you'll want to ensure all work and tasks are reassigned in Karbon. This is an easy process.

If you haven't already done so, invite the new staff member as a Karbon user. Next, you'll want to remove your old staff member from your Karbon team. You can do this from your Settings. Karbon will then ask you to whom you want to reassign all assigned items to. Choose the appropriate team member and click on Archive User & Reassign Items.

Follow these steps to remove an archived colleague as an option for assignments:

To restore access to a colleague, click on Settings > Colleagues > Show removed colleagues and select the colleague to restore access. Restoring access to a colleague will not restore any previously assigned items.

Karbon makes use of teams to work the way your firm does.

You can add and manage Teams, which will let you filter your Kanban view to only show work that is assigned to team members, giving managers a view of what’s most important to them and to make it easier to report on team project work.

In Settings > Colleagues > Teams you can add the teams within your firm.

Within each Team, you can add as many sub-teams as you need. From each team and sub-team, you can add Team members.

Best Practice Tip: Start by structuring your teams like the departments or functional groups you already have within your firm. Remember, a colleague can be in any number of teams and sub teams. Therefore, you can represent reporting relationships and how people interact within and across teams.

However, when using teams to review work in Karbon’s Kanban, all work for all team members will be shown. Thus, be careful of your inclusion of managers and partners within a given team since their collective work will also be included.

Please keep in mind If you join a team after a note or work item has been shared, you typically will not gain retrospective access to items that were previously private or hidden when you were not yet part of the team. However, if the team is part of the client team (i.e., they are associated with the contact) and you are later added to the team, you will gain access to the note or other items related to that client.

This access is granted only when the team is added to the contact or project. @mentions alone do not automatically provide access to the entire contact or project. Permissions are granted at the time of the mention or addition to the client team, and do not apply retroactively.

All Karbon teams can be given a mention handle, which other colleagues can use to notify all members of that team in internal comments and notes.

To add a Team Handle, select the team that you would like to update from Settings > Colleagues.

From the team's options menu, choose to 'Rename team'.

You will then be able to choose a new team handle to be used to @mention all team members.

Roles provide two capabilities:

To add new Roles or edit existing ones, choose 'Settings' from the main menu, then 'Colleagues' and select the tab for 'Roles'. If you haven't edited your Roles before, you'll notice some pre-populated roles (and default billing rates) based on the most frequently used roles and rates for your specific country of origin.

To add a new Role, select 'Add Role'.

Give your new Role a name, and select 'Save'.

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To edit an existing Role, simply click the name from your list of Roles, change the name in the 'Role Name' field.

To adjust the Dollar Amount for the Role, you have two options to choose from:

Once done, select 'Save' and you'll be able to use these newly saved Roles and associated Dollar Amount to assign tasks to in a Template and build budgets and track actuals.

Suggested articles:

Edit your user profile

Manage Company details and Inactivity Timeout

Manage Contact Settings

Managing your Karbon subscription

Accessing Karbon if you work with multiple email accounts