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Inviting users

Invite team members by email. They receive a secure invitation link, create their own password, and join your account — no manual account setup required.

Before you invite

Make sure you have the following ready:

  • You are signed in as an Owner or Dispatcher
  • You have available user slots (see User limits by plan below)
  • You know the person's email address and intended role

Send an invitation

  1. Open Team Management from the sidebar.
  2. Click Invite User.
  3. Enter the person's email address.
  4. Select their role — Dispatcher or Technician.
  5. Optionally enter their first name and last name.
  6. Click Send Invitation.

The invitee receives an email with a secure link to join your account.

Who can invite whom

  • Owners can invite any role.
  • Managers (Enterprise) can invite Dispatchers, Technicians, and Inventory Managers.
  • Dispatchers can invite Dispatchers and Technicians.
  • Only existing Owners can promote someone to Owner.

Example

Jane Smith, the Owner of Acme HVAC, opens Team Management, clicks Invite User, enters [email protected], selects Technician, and clicks Send Invitation. The new technician receives an email and joins the team within minutes.

What happens next

After you send the invitation:

  1. The invitee receives an email with a secure invitation link.
  2. The link is valid for 48 hours.
  3. They click the link, set a password, and confirm their details.
  4. Once accepted, their account becomes active and they can sign in immediately.

Until they accept, the invitation appears as Pending in your invitations list.

Manage pending invitations

Open Team Management to view all invitations and their statuses: Pending, Accepted, or Cancelled.

Action What it does
Resend Sends the invitation email again. There is a 60-second cooldown between resends.
Cancel Cancels a pending invitation and frees up the user slot.

Expired invitations

Invitations expire after 48 hours. If the link has expired, cancel the old invitation and send a new one.

User limits by plan

Plan Maximum users Cost
Free 5 $0
Pro Unlimited $34.99/user/month
Enterprise Unlimited $59.99/user/month

Pending invitations count toward your limit

Pending invitations count as reserved user slots. For example, if you are on the Free plan with 4 active users and 1 pending invitation, you have reached the 5-user limit. Cancel unused invitations to free up slots.

Need more users? Compare plans to find the right fit.

Tips for a smooth onboarding

  • Double-check email addresses before sending — a typo means the invitation goes to the wrong person (or nowhere).
  • Cancel expired invitations promptly to free up user slots on the Free plan.
  • Ask new technicians to install the mobile app before their first day so they are ready to receive jobs right away.
  • Choose the right role upfront — you can change it later, but setting it correctly from the start avoids confusion.

Frequently asked questions

What if the invitation email doesn't arrive?

Ask the invitee to check their spam or junk folder. If it is still missing, use the Resend button in Team Management to send the email again. Make sure the email address is spelled correctly.

Can I invite someone who's already in another FSM Navigator account?

Each email address can belong to one FSM Navigator account at a time. If the person already has an account with another company, they need to use a different email address for your invitation.

How do I remove a team member?

Go to Team Management, find the user, and deactivate their account. Deactivated users can no longer sign in but their historical data (completed jobs, notes, photos) is preserved.

What happens to their data if I remove someone?

All jobs, notes, photos, and chat messages created by the user are retained. Deactivating a user does not delete any data — it only prevents them from signing in.