Invite your team and set permissions

Get colleagues into the workspace with the right level of access, and understand how permission sets work.

5 min read · Last reviewed 18 Aug 2026

Invite people

1
Open Settings → Users and choose to invite a user.
2
Enter their name and email address, and pick a permission set. Standard is the right default for most of the team.
3
They receive an email invitation, choose a password when they accept it, and land straight in the workspace.

Note: The free plan covers 3 people, counting pending invitations; beyond that, one flat monthly price covers everyone, however big the team. Contractor portal accounts never count.

Understand the three default sets

Standard, to do the work: report hazards, conduct inspections, close your own actions, read what is shared with you.
Manager, to run the work: manage registers, assign actions, approve inspections, follow up on reports.
Administrator, to run the workspace: everything, including settings, users and permissions.

Tip: Permissions are enforced by the server, not just hidden in the interface, so granting the smaller set is safe, not cosmetic.

Build your own sets when you need them

1
Open Settings → Permissions to see the catalogue of fine-grained permission keys, grouped by module.
2
Create a set. For example, “Site checker”: conduct inspections plus their own actions, nothing else.
3
Assign it from the user’s page. A person holds one set; change it any time.

Note: The platform will refuse any change that would leave the workspace without an administrator, so you cannot lock yourself out.

When someone leaves

1
Open their page under Settings → Users and deactivate them. It takes effect immediately, including sessions already signed in.
2
Their history stays: inspections they conducted, actions they closed and signatures they gave remain on the record.
3
For a data-protection erasure request, use anonymise. It removes the person while keeping the records lawful and coherent.