Invite your team and manage their logins

Everyone who works in the business gets their own login. You invite them by email with a role, and the role decides what they can see and do (see Roles and permissions→).

Invite someone

1. Open Settings → Invites→ (or press Invite Member on Settings → Team→, or Invite teammate at the foot of the Settings menu).
2. Press New Invite.
3. Enter their Email Address, pick a Role (admin, manager, sales, workshop, warehouse, purchasing, accounting, support, staff or technician) and, if you use them, a Department.
4. Press Create Invite. BuildTrack emails them a link and shows you the same link with a Copy button.
5. They open the link, set a password (8 characters or more) and land in the business.

Invites expire after 7 days. The list shows each invite as Pending, Accepted, Expired or Revoked, with Copy link, Resend (pending or expired) and Revoke (pending).

Someone who already has a BuildTrack login in another business sees a banner inside the app and accepts without signing up again.

Change someone's role, department or manager

1. Open Settings → Team→. Search by name or email, or filter by role, department or status (Active, Inactive, Suspended).
2. Press Edit on their row.
3. Change Role, Department, Reports to (their manager, who is told when they request leave), Phone, Birthday and Started on (both show on the Home page's Celebrations widget).
4. Press Save Changes.

Reports to only shows to someone with Manage workers (hr.manage).

When someone leaves

• Deactivate stops them signing in straight away. Their history stays and Activate brings them back.
• Delete (shown once someone is deactivated, to owners and admins) removes the login for good: it takes them off every staff list and disconnects their Gmail and calendar. Their name stays on the jobs, quotes and invoices they worked on. It can't be undone; if they come back, send a new invite.

Departments

Settings → Departments→ → New Department: a name, an optional description and a colour. Departments group people on the Team list, the calendar's people filter and the task reports. Creating, editing or deleting one needs Edit settings.

Who can do it

• Inviting, resending and revoking: Invite new members.
• Editing, deactivating and activating: Manage roles & status.
• Deleting a login: owners and admins only. Only an owner can delete another owner.

If something's not right

• "Invite created, but the email could not be sent": copy the link from the window and send it yourself (text or your own email).
• They say the link has expired: press Resend on the invite.
• "possible duplicate profiles" on Team: two staff records share an email or name. Press Review duplicates and deactivate the extra one.
• Dealer logins aren't on Team: dealers are customers, not staff. Manage them under Dealer Portal → Users→.
• Someone can't see a page: check their role's ticks under Settings → Roles→.