Before you start
- Applies to
- Web app
- Access
- Owner
- Connection
- Internet connection required
- Time
- About 3 minutes per role group
You'll need
- The person or group that will receive the invitation
- A decision about what each person needs to do, not only their job title
Steps
List the jobs each person must complete
Group people by the actions they need, such as configuring the workspace, updating assets, scanning labels or only completing forms. This is more reliable than assigning a powerful role to everyone with a senior job title.
Open the Team page
In MapTrack, open Settings, then Workspace Settings and Team. Choose Invite.
Choose Email or Link
Use Email to send personalised invitations to one or more addresses. Use Link when you need a reusable invitation for a controlled group. Treat an invitation link like access credentials and share it only with the intended people.
Choose the role
Select a current MapTrack invite role and open View permissions before sending the invitation. The primary Owner is not an invite option.
- Admin: broad configuration and operational access without workspace ownership.
- Field User: day-to-day operational work such as assets, tasks and field workflows.
- Viewer / Scanner: scanning and limited viewing or update work.
- Form Submitter: focused access for completing available forms.
Good to know: The permission viewer in the product is the current source of truth. Check it whenever the exact action matters.
Send the invitation
For Email, confirm the recipients and choose Send invitations. For Link, create the invitation and copy it into the secure channel you use with that group.
Verify the first login
Ask one person from each role group to accept the invitation and complete their most important task. Adjust the role only if the permission viewer and the real test show it is needed.
What you should see
Each invited person can enter the correct workspace and complete the intended job without receiving unnecessary access.
Current limits
- Invited-member signup is different from creating a new workspace. Invitees should follow the invitation they received.
- Changing a role can immediately change what the person can see or do. Test changes with care.
- Do not use old role names such as Editor or the old standalone Viewer wording in rollout material.
Troubleshooting
| What you see | Likely cause | What to do |
|---|---|---|
| What you seeThe person cannot see the workspace after signing in | Likely causeThey signed in with a different email or did not finish accepting the invitation. | What to doCheck the invited address, reopen the invitation and make sure the same account accepts it. |
| What you seeA field user cannot complete the expected action | Likely causeThe selected role does not include that permission. | What to doOpen View permissions, compare the required action and change the role only when the job genuinely needs it. |
| What you seeThe invitation email is not visible | Likely causeDelivery is delayed, filtered or the address was entered incorrectly. | What to doCheck the Team page and recipient address, ask the person to check filtered mail, then resend or use a controlled invite link if appropriate. |
Common questions
Still stuck?
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