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How to Invite Users to Your CMMS Team

How to Invite Users

Send email invitations to add new team members to your Infodeck organization.

Quick Summary

Go to Teams / Members, click Invite, enter their email and name, select teams, then click Send Invitation.

Before You Begin​

Requirements
  • You need users:invite permission (typically Admin role)
  • User limit depends on your plan
  • Email address must be valid and not already in use

Step-by-Step: Invite a User​

Step 1: Open Members List​

  1. Click the Settings gear → Teams / Members
  2. You'll see the Users tab by default
  3. Click Invite Users button in the top right

Step 2: Enter User Details​

FieldRequiredDescription
Given nameYesUser's first name
Family NameYesUser's surname
E-mailYesWork email address
TeamsYesAssign to at least one team
Teams Required

Users must be assigned to at least one team when invited. Users without teams have no permissions and cannot access anything in Infodeck.

Step 3: Select Teams​

  1. Click the Teams dropdown
  2. Select one or more teams
  3. User will be added to selected teams upon accepting

Step 4: Send Invitation​

  1. Review the information
  2. Click Send Invitation
  3. User receives email with join link

What Happens Next​

For the Invited User​

  1. Email arrives — Invitation with join link
  2. Click link — Opens Infodeck registration
  3. Create account — Set password, complete profile
  4. Join organization — Gains access immediately

Invitation Lifecycle​

StatusMeaningAction Available
PendingSent, not yet acceptedCancel, Resend
AcceptedUser joined successfullyNone
ExpiredLink expired (24 hours)Resend
CancelledAdmin cancelled inviteRe-invite

Real-World Examples​

Example 1: Onboard New Maintenance Technician​

Situation: You hired a new maintenance technician who needs access to work orders and asset information.

Solution:

  1. Go to Settings gear → Teams / Members
  2. Click Invite
  3. Enter details:
    • Email: john.smith@company.com
    • First Name: John
    • Last Name: Smith
  4. Select Teams: Maintenance Team
  5. Click Send Invitation
  6. Call John to let him know to check his email

Result: John receives the invitation, creates his account, and automatically joins the Maintenance Team with access to their work orders.

Example 2: Add Building Manager from Client Company​

Situation: A client's building manager needs read-only access to view their facility's sensor data and work order status.

Solution:

  1. Go to Settings gear → Teams / Members
  2. Click Invite
  3. Enter details:
    • Email: manager@clientcompany.com
    • First Name: Sarah
    • Last Name: Chen
  4. Don't assign to internal teams (external user)
  5. Click Send Invitation
  6. After they join, assign Viewer role

Result: Sarah can view dashboards and work orders for her building but cannot make changes or see other facilities.

Example 3: Bulk Onboard New Department​

Situation: The company opened a new office and you need to add 10 new users to the Facilities team.

Solution:

  1. Prepare a list of names and emails
  2. For each person:
    • Go to Teams / Members → Invite
    • Enter their details
    • Select Facilities - New Office team
    • Send invitation
  3. Track pending invitations in the Users list
  4. Resend any that expire before acceptance

Result: All 10 users receive invitations and join with the correct team assignment.

Example 4: Invite External Auditor​

Situation: An external auditor needs temporary access to review compliance data for annual certification.

Solution:

  1. Go to Settings gear → Teams / Members
  2. Click Invite
  3. Enter details:
    • Email: auditor@certificationfirm.com
    • First Name: Michael
    • Last Name: Wong
  4. Don't assign to teams (needs specific access)
  5. Send invitation
  6. After they join:
    • Set role to Viewer
    • Note: Deactivate after audit completes

Result: Auditor has read-only access during the review period. Remember to deactivate the account when the audit is complete.

Managing Invitations​

View Pending Invitations​

  1. Go to Settings gear → Teams / Members
  2. Filter by Status: Pending
  3. See all outstanding invitations

Resend Invitation​

If a user didn't receive or lost the email:

  1. Find the pending invitation
  2. Click Resend
  3. New email sent with fresh link

Cancel Invitation​

If you invited the wrong person:

  1. Find the pending invitation
  2. Click Cancel
  3. Link becomes invalid

Invitation Email Content​

The invitation email includes:

ElementDescription
Subject"You're invited to join [Organization] on Infodeck"
Fromnoreply@infodeck.io
ContentOrganization name, inviter name, join button
LinkUnique, expires in 24 hours
Email Deliverability

If users don't receive invitations, ask them to:

  1. Check spam/junk folder
  2. Add infodeck.io to safe senders
  3. Verify email address is correct

Troubleshooting​

Invitation Not Received​

IssueCauseSolution
Not in inboxEmail filteredCheck spam folder
BouncedInvalid emailVerify and resend
BlockedCorporate firewallWhitelist infodeck.io

Cannot Invite User​

IssueCauseSolution
Button disabledUser limit reachedUpgrade plan
Email in useUser existsCheck existing users
Permission deniedInsufficient roleContact admin

User Can't Join​

IssueCauseSolution
Link expiredOver 24 hours oldResend invitation
Link invalidInvitation cancelledRe-invite
Error on signupTechnical issueContact support

Plan Limits​

PlanMax Users
Lite3
Basic10
Professional50
EnterpriseUnlimited
Approaching Limit?

If you're near your user limit, consider:

  • Deactivating inactive accounts
  • Upgrading your plan
  • Using shared logins for read-only needs (where appropriate)

Need help? Contact Infodeck Support

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