Invite a team member

Overview

Add User opens New User, a form in three cards: Personal Information, Permissions and Communications. Only Full name and Email address are required. Pressing Send Invite creates the invitation, emails it, and puts the person on the roster as Invited until they accept.

• Check the seat panel first. A Crew login never uses a seat; every other level does, and an invitation counts from the moment it is sent — see Seats and crew logins.
• An email already on your team, or already holding an invitation, is refused: “Someone with that email is already on your team.” / “That email already has an invitation waiting.”

How to send an invitation

1. Open Manage Team and press Add User — or Add crew — free / Add a seat, which open the same form with a level already picked.
2. Fill Personal Information: Full name and Email address are required; Mobile phone number, Street address, City, Province, Postal code, Country and Upload image are optional.
3. Labour cost — their true hourly cost to the business (wage + burden), used for job costing and never shown to clients. Only an owner or administrator sees this field.
4. Under Permissions, pick a level: Crew, Estimator, Dispatcher, Manager, or Custom to set each dial yourself. An owner can also tick Make administrator — see Administrators.
5. Under Communications, choose the Invitation language — English, French, Spanish, Ukrainian, Punjabi, Tagalog, German or Italian. It applies to the invitation email only and cannot be changed once sent.
6. Press Send Invite. You return to Manage Team, where the person shows as Invited with their level beside the badge.

What the person receives

An email from FieldQuo titled “You're invited to join your company on FieldQuo”, in the language you chose, with a link. The link opens Join your company, which says which level they were invited as. A newcomer types their name and creates a password; somebody who already has a FieldQuo account at another company signs in with their existing password and is added to yours.

The link is good for 7 days — the pending row on Manage Team says “Expires in N days”, then “Expired” — and a Resend control beside Cancel renews the link and sends the email again. After that it opens on “This invitation has expired” with a note to ask you for a new one — cancel the old invitation and send another. A link you cancelled opens on “This invitation can't be used”. There is no resend button; a new invitation is the resend.

Pending invitations

• A pending invitation shows the level you chose next to the Invited badge, so an Administrator invitation is never mistaken for a Crew one before it is accepted.
• It counts against your plan from the moment it is sent — a seat for any level above Crew, a crew place for Crew.
• Cancel invite asks “Cancel this invitation?” and then stops the link and frees the place. As the dialog says, they keep any worker record already on your books; remove that from Workers if you need to.
• The level on a pending invitation cannot be edited. To change it, cancel and invite again.

Who can invite, and what they can hand out

Owners, administrators, Dispatchers and Managers can invite. Each can only hand out access below their own: the owner can give any level including Administrator; an administrator any level except Administrator; a Dispatcher or Manager only Crew or Estimator, with every dial clamped to their own and no switch they do not hold themselves. The form offers only what will be accepted, and the server checks the same rule again when the invitation is created.

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