How to invite team members
Invitations are how people join your organization. There is no self-service way for someone to join an existing organization — every user arrives by invitation, by SSO into an existing account, or through Microsoft Entra directory sync.
Requirements
- Available on: Nova, Orbit, Odyssey, Cosmos
- Roles: Owner or Admin
- Seats: Nova 5 · Orbit 15 · Odyssey unlimited · Cosmos unlimited
Steps
- Go to Dashboard → Users.
- Click Invite User.
- Enter the person's email address.
- Choose a role — see the table below.
- Optionally link an existing person. Do this when the person already exists in People — a contractor, for example — so they become a user rather than a second record.
- Send the invitation.
The seat is checked against your plan's user limit before the invitation goes out, so you find out immediately if you are full.
Choosing a role
| Role | Can | Cannot |
|---|---|---|
| Owner | Everything, including users, organization settings and billing | — |
| Admin | Full asset, category and maintenance management; read users | Manage users, change billing |
| Manager | Create and update assets, assign, manage maintenance, view reports | Delete assets, manage users |
| Employee | Read and update assets, complete maintenance, check items out and in | Create or delete assets, manage users |
| Viewer | Read assets, categories, departments and checkouts | Change anything |
There is exactly one Owner per organization. See How to transfer ownership.
What happens next
- The invitee receives a tokenised email with an expiry date. The token is single-use.
- They accept, then either set a password or sign in with Google or Microsoft.
- Their user account is created in your organization with the role you chose.
- A Person record is created and linked automatically — or the existing person you selected is reused.
Tip: Role changes take effect on the user's next request, not their next sign-in. If you demote someone, the change is live immediately.
Common mistakes
Inviting an email that already has a UniAsset account. Email addresses are unique across the whole platform, not per organization. Someone who already belongs to another organization needs a different address.
Creating a duplicate person. If the invitee already exists under People, link the invitation to that record. Otherwise you end up with two histories for one human.
Giving everyone Admin. Admin can reconfigure your categories and maintenance setup. Most people need Employee or Manager.
Troubleshooting
"You have reached your user limit." Deactivate a user who has left — deactivation frees the seat and preserves all their history — or upgrade your plan. See Why can't I add more users?.
The invitation email never arrived. Check spam, confirm the address, then resend. See Email not received.
The invitation link says it has expired. Invitation tokens expire and are single-use. Send a new invitation.
I can't see the Users page. It is Owner and Admin only.
The invitee signed in with Google and got a new empty organization. They signed up instead of accepting the invitation. Have them use the invitation link directly. See Signing in with Google or Microsoft.
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