How to add staff to your agency

Staff are the people who sign in to help you run the agency: an assistant who works the roster with you, a coordinator who keeps new agents moving, someone who only needs to read the numbers. They're not agents going through the journey, and they don't appear in agent counts.

Adding one takes three screens and sends an invitation. The decision that matters is the access role, because it decides what the person can see and change.

Before you start

You need to be the agency owner. Adding, removing and changing staff roles is an owner capability by default. An assistant or an analyst won't see the controls described here.

Have their email address. Staff sign in, so an invitation has to go somewhere. The wizard will let you save a person without an email, but no invitation is sent and no account is created.

Open the Add person wizard

Click People in the sidebar, then the Staff tab. Click Add person at the top right of the list.

The wizard has three steps: Person, Joining as, and Details.

Step 1: who they are

First and last name are required. Everything else on this screen is optional, except the email, which is what the invitation is sent to.

Step 2: what brings them here

Select Staff user, then click Next.

• Agent is someone going through the journey. Agents get a licensed or unlicensed status, an upline, and track access. They're counted as agents.
• Staff user is someone who will sign in to help run the agency.
• Contact only is someone the agency needs to know about who doesn't sign in at all. Use this for a carrier rep, a mentor outside the agency, or anyone you want on a contacts page without giving them a login.

Step 3: choose their access

Every staff member gets one of three access roles.

• Owner has full control, including agency settings and users. An owner can change other people's access, edit the journey, and reach everything you can.
• Assistant helps run the agency. Same agent view as an owner, without settings. This is the normal choice for someone working alongside you day to day.
• Analyst has read-only reporting access to journeys, agents and the team. Nothing they do changes anything.

Owner is not a seniority label. It hands over agency settings and the ability to change other people's access, including yours. If the person is helping you run the agency rather than owning it, Assistant is the role you want.

The rest of the screen is optional. Market records whether the person came through someone you know (warm) or found you on their own (cold). Notes is pinned to their timeline as a sticky note.

Click Add person. That sends the invitation.

While they're waiting to accept

They now sit in the Invited block at the top of the People list. No account exists until they accept, and the invitation expires on the date shown.

• Resend sends the invitation again. Try this first when someone says it never arrived, and ask them to check their spam folder.
• Withdraw cancels it. Use this if you invited the wrong address, then add the person again with the correct one.

Once they accept, the Invited block clears and they appear in the Staff list.

What each role can actually do

Open the Permissions tab on the People page. It lists every capability in Drivetrain, grouped by area, with a column for each access role.

• Standard user is the agents' column, not a staff role you can assign. It's there to compare a staff role against what an agent gets.
• An amber dot next to a checkmark means that capability has been customized for your agency and no longer matches the global default.

Changing someone's access later

Open the person from the People list and change their access role there. The same page is where you grant or deny one capability for that one person, without changing the role for everybody.

Per-person changes are recorded on their own activity timeline, including when a capability is turned on and when it's reset to the role default, so you can always see what changed and when.

Need help?

• Knowledge base: Browse the Drivetrain help articles
• Live chat: Click the chat icon in the bottom-right corner of any page

Updated on: 14/10/2026