Inviting Users

AssetBuddy uses an invitation system to add new users to your organisation. Users are invited by email and join by accepting the invitation.

How invitations work

1. An admin creates an invitation with the user's email address, name, and assigned role
2. The user receives an invitation email containing a link and a short invite code
3. The user clicks the link (or enters the invite code) to accept the invitation
4. They set up their password and are added to the organisation with the assigned role

Sending an invitation

1. Navigate to Users from the main menu
2. Click Invite User
3. Fill in the details:

Field	Required	Description
Name	Yes	The user's full name
Email	Yes	Their email address (the invitation is sent here)
Role	Yes	The role to assign (see Roles Explained)
Site	No	Assign the user to a specific site
Job Title	No	Their job title
Phone	No	Contact phone number

4. Click Send Invitation

Accepting an invitation

When a user receives their invitation email:

1. Click the Accept Invitation link in the email
2. Enter the invite code (included in the email) for verification
3. Set a password for their account
4. They're taken to the welcome page and can start using AssetBuddy

Invite codes

Each invitation includes a short invite code. This provides an extra layer of verification — the user must have both the email link and the code to accept the invitation.

Managing users after invitation

Once a user has accepted their invitation, you can:

• Edit their profile — update name, email, role, site assignment, job title, and phone
• Deactivate their account — set is_active to false to prevent login without deleting the user
• Change their role — reassign to a different role as their responsibilities change

External users (contractors)

When inviting an external contractor, mark them as an external user. External users:

• Have a separate company name and address field
• Are typically assigned the Contractor role
• See only defects assigned to them (not the full asset register)
• Get a dedicated contractor dashboard

See Contractors for more details.

Required permissions

Only users with the Owner role can invite, edit, and delete users (the users:invite, users:edit, and users:delete permissions).