Executive Summary
Add team members in Settings > Team by clicking Add Team Member and selecting a role.
Only the Support Staff role is free. Account Owner, Adviser, and Manager roles are all billed.
Deactivate departed team members promptly to prevent unauthorised access.
Support Staff see your firm's advisers' clients and meetings by default — there is no per-adviser assignment step.
Roles and Permissions
Each team member is assigned a role that determines their permissions and whether they are billed. The table below outlines the available roles.
Role | Billed? | Key Permissions |
Account Owner | Yes | Full access to all features, billing control, and account management. Can view all team members' meetings, clients, and file notes. |
Adviser | Yes | Standard seat. Sees only their own meetings, clients, and file notes by default. To view all firm clients, go to Clients, click the three-line filter icon, and tick Show all Firm's Clients. |
Manager | Yes | Team visibility with access to adviser calendars. |
Support Staff | Free | Sees your firm's advisers' clients and meetings, with all product features. Support Staff calendars are not visible to any other team members. |
Important: Only Support Staff accounts are free. All other roles are billed immediately upon creation.
Private meetings: Meetings marked as private via the three-dot menu on a meeting are hidden from all team members, including Support Staff.
Adding a Team Member
Navigate to Settings > Team.
Click Add Team Member.
Enter the team member's name, select their role, and provide their email address.
Click Send Invitation.
The new team member will receive an email invitation to create their Marloo account. Once they accept, their account is automatically linked to your organisation. Creating any billed role (Account Owner, Adviser, or Manager) triggers billing immediately for that seat.
Important: the new team member must join through the invitation link. If they create an account directly on the Marloo website instead of using the invitation link, they end up with a standalone login that is not linked to your firm's organisation.
To connect an account that was created this way, ask the team member to open the original invitation email and accept the invite from that link. This links the account to your team and changes the invite status from pending to active. If the invitation email is no longer available, cancel the pending invite in Settings > Team and invite the person again.
Viewing Your Team's Meetings
A meeting belongs to the adviser it was recorded against, so it sits in that adviser's account. Other advisers can still see it through the client's profile in Clients if the meeting is not private and the company does not have meetings set to private by default.
If you are an Account Owner or Manager, you can use the same dropdown to switch between team members and view their upcoming meetings.
Navigate to the main meetings view in Marloo.
Click the dropdown arrow at the top of the screen and select Manage.
Choose the team member whose meetings you want to view.
The dashboard will update to show their upcoming, today's, and past meetings exactly as they see them.
To change a team member's role, find them in Settings > Team. Click the three dots next to their name and select Change Role.
Select the new role from the available options. Changes to billing take effect based on the new role assignment.
Deactivating Users
When a team member leaves your firm, deactivate their account promptly to prevent continued access to your organisation's data.
Go to Settings > Team.
Click the three dots next to the team member's name.
Select Deactivate.
Deactivated users can no longer log in or access any meetings, transcripts, or documents within your organisation.
Restoring access. If someone was deactivated by mistake, or they rejoin the firm, an existing team member has to invite them again in Settings > Team using Add Team Member. The deactivated person cannot restore their own access. Once they accept the invitation, their previous meetings, transcripts and documents are available to them again.
Support Staff Accessing Adviser Calendars
Support Staff can view and manage meetings on behalf of your firm's advisers, and they can see those advisers' clients. This works as soon as their account is created — there is nothing to configure and no advisers to assign.
The Meetings page shows one calendar at a time. To see a particular adviser's meetings, click the arrow next to the Meetings title at the top of the page, then pick that adviser from the Search advisers dropdown.
Note: Support Staff calendars are private, no other team member can see a Support Staff member's own calendar.
FAQs
I accidentally created a team member with the wrong role. How do I fix this?
Contact Marloo support and they will help you correct the role. Billing adjustments will be made as needed.
A team member has left the firm. What should I do?
Deactivate their account immediately using the three-dot menu next to their name in Settings > Team. If your firm is on a block subscription, also notify Marloo support so your subscription can be updated.
My support staff cannot see my meetings. What is wrong?
Support Staff see your firm's advisers' meetings by default, so there is no assignment to check. The most likely cause is that their Meetings page is showing a different calendar — the page displays one calendar at a time. Ask them to click the arrow next to the Meetings title at the top of the page, then pick your name from the Search advisers dropdown.
Two other things to rule out: meetings marked private via the three-dot menu are hidden from all team members including Support Staff, and a meeting only appears once it has synced from your connected calendar. If none of that explains it, contact support.
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