Invite your team

You can invite as many teammates as your plan allows. Each gets their own login and role-scoped access. Inviting the right people in the right roles is the foundation of multi-person operations — get this right early and the rest of the workflow falls into place.

Send an invite

Team → Invite teammate. Enter their email, pick a role, click Invite. They get an email with a one-time setup link valid for 7 days. You can also copy the invite link directly if you'd rather text it — works the same way, no email required.

The invitee clicks the link, sets their own password, and lands on the dashboard already logged in. No password reset, no admin approval. Their first session walks them through the basics for their role.

Roles

• Owner — full access, including billing. There's only one owner per workspace.
• Admin — everything except billing. Right for partners and tenured office managers.
• Office — daily operations: jobs, estimates, invoices, payments, customers. Cannot touch billing, plan, or team.
• Crew — field entries only (time, materials, photos, notes). Cannot see financial totals or other customers. Designed for hourly field staff.
• Read only — view everything, change nothing. For bookkeepers, accountants, partners on a need-to-know basis.

Changing or removing

Owner can change anyone's role or disable a login at any time. Disabled users keep their history visible (so their past time entries and notes stay credited to their name) but can't log in. To fully remove, disable first, then delete after a 30-day waiting period — protects you from accidentally erasing audit history.

Plan limits and how they're enforced

Each plan caps active users. Trial and Solo: 1 user. Crew: 5 users. Pro: 25 users. If you hit the cap when inviting, the invite is held until you either disable an existing user or upgrade the plan. Disabled users do not count against the cap, so role transitions don't require buying additional seats temporarily.

Best practices for invites

• Pick the narrowest role that lets someone do their job — easier than upgrading later, and reduces accidental data access.
• Don't share logins across people. The audit trail relies on knowing who did what, and a shared login means time entries and notes lose their accountability.
• Send the invite from the workspace email of the person they'll be working with most. Subject line stays clean and they're more likely to act on it.
• For seasonal crews, disable the login at end of season instead of deleting. Re-enable when they come back next spring — preserves their hours history.

Re-sending an invite

If a teammate didn't get the email (spam filter, typo, lost it), open Team → click their pending invite → Resend. A new link fires; the old one is invalidated. Or, click Copy invite link and text it to them directly — same outcome.