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Invite your team and choose their roles; what your seat limit means

Who can do this: Admin, Manager

By the end of this article, a staff member has an invite in their email and a role chosen for them, and you know how your plan's staff seat limit works. Your plan includes a set number of staff seats: 3 (Craftsman), 12 (Pro), 30 (Pro+).

Before you start​

  • Only an admin or a manager can invite people. An admin can invite any of the four roles. A manager can invite only a role below manager.
  • Have the person's email address and full name.
  • Know which role they need:
    • Admin runs the whole business, including billing and settings.
    • Manager runs projects, estimates, invoices, clients and expenses, but not billing or settings.
    • Foreman leads a crew: sees the crew, enters and corrects time, and enters expenses.
    • Crew clocks in, keeps their own profile, sees the projects they are assigned to, and enters their own expenses.
  • Check that you have a free staff seat. These count toward your plan's seat limit:
    • Every active staff member, whatever their role.
    • Every pending invite that has not expired. An invite holds a seat from the moment you send it, until the person accepts it, you revoke it, or it expires. An expired invite no longer uses a seat.
    • These do not count: customers you give portal access to, and staff members you have deactivated.

Steps​

  1. Open the Team screen. On a computer or tablet, select Team in the sidebar. On a phone, select More at the bottom of the screen, then select Team.
  2. Select Invite member.
  3. Enter the person's Email and Name. Both are required.
  4. In Role, choose Admin, Manager, Foreman or Crew. The form starts on Crew.
  5. Select Send invite.

What you see​

  • The app shows "Invite sent to" followed by the email address, and the person gets an email with a link to set up their sign-in.
  • The invite is listed on the Pending invites tab with the person's role, who invited them and when the invite expires. From the menu at the right of the row, select Resend to send the email again, or Revoke to cancel the invite and free its seat.
  • The person also shows on the Members tab with the status pending. When they accept, the status changes to active.
  • Accepting an invite that is already pending does not need a new seat, because the invite already holds one.
  • If nobody accepts an invite before it expires, the person shows on the Members tab with the status expired, and the invite no longer uses a seat.

If something blocks you​

When your active staff and unexpired pending invites fill every seat, the app refuses to add one more staff member. The refused actions are inviting a staff member, adding a crew member, and reactivating a deactivated staff member. Staff who are already working keep working when you reach the limit.

  • "Your plan includes N staff seats. Upgrade your plan to add more." on the Team screen, where N is the number of seats your plan includes. Invite member is greyed out and cannot be selected. For an admin, the same message shows above the buttons on a deactivated person's own page, where Reactivate is greyed out as well. Every seat is in use. Free a seat, or upgrade your plan:
    • To free a seat, deactivate a staff member you no longer need, or revoke an invite nobody will accept.
    • To upgrade, an admin changes the plan. If you are a manager, ask an admin. The way to get more seats is to upgrade; an admin sees the current plan in Settings, under Billing, where Manage Billing is.
  • "Seat limit reached" after you select Send invite or Reactivate, or after you add a crew member on the Crew screen, which sends an invite as well. Every seat was in use when the app tried to add the person, for example because someone else took the last seat while your form was open. Free a seat or upgrade, as described in the bullet above, then try again.
  • "This person has time entries on record, so the invite can't be revoked. Remove or correct those entries first, or deactivate this person instead." after you select Revoke. Time is already recorded for this person. Deactivate them from the menu on their row on the Members tab instead. That frees the seat too.
  • The Invite member button is missing from the "No pending invites" message. Every seat is in use, so the app hides it there as well. Free a seat or upgrade, then use Invite member at the top of the Team screen.
  • Invite member is not on the Team screen at all. Only an admin or a manager sees it.