# Inviting your team

> How the Owner invites people to your business, what the person invited does to join, and how to resend, withdraw or deactivate an invitation or a member.

*This article is being updated.*

Prevarro works best when your whole team is in it. You can add people during setup, or at any time from **Settings → Users**.

## Add someone

Adding and removing people changes your seats, so these actions belong to the Owner. Other people who can open the Users page see them greyed out with the note **Owner only - seat changes are billing**.

1. Go to **Settings → Users** and choose **Add team member**.
2. In **Add a team member**, enter their **First name**, **Last name** and **Mobile**. These are optional if you're inviting them, so you can enter just an email address.
3. Enter their **Email**.
4. Choose a **Role**. **Team Member** is selected by default. Under the role, a short summary shows what it can do. See "Roles and permissions" for the differences.
5. Optionally, add them to one or more teams under **Teams (optional)**.
6. If you hold the "Override a blocked approval chain" permission, choose who they report to under **Reports to (manager)**, or **No manager**. Who they report to is the default route for their approvals.
7. Leave **Invite them to sign in** ticked, and choose **Send Invite**.

They show as **Active** with **Invite sent** under it until they accept. If you didn't enter a name, the list shows their email address until they accept and give one. They can correct their name when they join.

### Someone who won't sign in

For crew who will never use Prevarro themselves, untick **Invite them to sign in**. They need a first name, and the email is optional. Choose **Add**. No invitation goes out, and they show as **Active** with **Doesn't sign in** under it.

If they later need to sign in, choose **Invite to sign in** from the actions menu on their row and enter their email address.

The top of the Users page shows how many billable seats your business has. For how seats are counted, see **Seats on your plan**.

## What the person invited does

They receive an email inviting them to join your business. When they open the link:

1. They see who invited them to your business, such as **Ada invited you to** followed by its name, with the address you invited already filled in. They choose **Continue**.
2. Prevarro emails them a six-digit code, which they enter to continue.
3. The same heading shows again, now with **You're signed in as** the address you invited. They add their **First name** and **Last name**, and a **Work phone (optional)** if they like, then choose **Accept invitation**.

If they already use Prevarro, they can choose **I already use Prevarro - sign in to accept** under **Continue** instead. Once they're signed in, they're asked whether to use their existing name and photo: **Yes** accepts, or **Edit** lets them change their name first.

If they're already signed in to Prevarro with a different email address, they can choose **Use a different account** and sign in with the address the invitation was sent to.

## Managing invitations and members

Open the actions menu on a person's row in **Settings → Users**. Actions that change seats belong to the Owner.

- **Open** opens the person, the same as selecting their row.
- **Edit** opens their details, including their job title, **Reports to (manager)** and teams, and their name until they've accepted an invitation. Only the Owner can change someone's role.
- **Resend invite** sends the invitation email again.
- **Withdraw invite** cancels the invitation, its link stops working and they leave the team. You can invite the same address again later.
- **Invite to sign in** sends an invitation to someone who doesn't sign in.
- **Re-invite at a new address** sends an invitation to a new email address for someone already in your business. They stay active on their current sign-in until they accept. Accepting ends the calendar and email, phone contacts and Meet presence they connected in your business on their current sign-in, so they reconnect each one from the new address.
- **Transfer ownership** makes them the Owner. You become an Admin.
- **Last day** sets the date their access ends after. You can move or clear it until it passes.
- **Hand over work** passes what they hold now, such as their open tasks, approvals and direct reports, to other people. Their access doesn't change.
- **Replace** invites someone to take over their seat. See "Replacing someone who's leaving" below.
- **Deactivate** removes their access straight away. Before you confirm, Prevarro asks who should take over what they hold, such as their approvals and direct reports. Their history in your business is kept.
- **Reactivate** brings back someone who was deactivated. You choose their role and teams again, and earlier permission overrides, scope and manager are cleared.

## Replacing someone who's leaving

1. Open the actions menu on the leaver's row and choose **Replace**. Or choose **Add team member** and pick the leaver under **Invite as the replacement for**.
2. Enter the new person's **Email**.
3. Set the leaver's **Last day**.
4. Check what the new person will start with. They get the leaver's role, **Reports to (manager)**, teams and permission overrides.
5. Choose **Send Invite**.

The leaver's access ends after their last day.

## Why hasn't someone joined?

Every invitation that hasn't been accepted has a **Why?** link beside its status, with **Invite sent** under it. So does the line **Invite pending at** an address, which shows on a member's row when they're re-invited at a new address or someone is invited to replace them. Select **Why?** to see where the invitation stands and what to do. On a phone, the list doesn't show **Why?**, so open the person and find it under their email address. Invitations that need attention also show under **Check my account** when you open **Help** on Settings → Users, newest first.

Prevarro checks for these causes in order and tells you the first one it finds:

- **It was never sent.** No email went out. Choose **Resend invite** from the actions menu on their row.
- **We couldn't send it and have stopped trying.** The answer quotes the last error we got. Check the address, then choose **Resend invite**.
- **It hasn't gone yet.** The last try didn't go through. The answer quotes the error and says when we'll try again. You don't need to do anything.
- **The receiving server refused it for good.** The address doesn't accept email. Check it with the person. If it's wrong, withdraw the invitation and invite the right address. Withdrawing is a seat action, so only the Owner can do it.
- **The receiving server turned it away.** The refusal may not be permanent. Choose **Resend invite** to try again.
- **It was reported as spam.** We can't email that address again. Ask the person for another address. The Owner can withdraw the invitation and invite the new address.
- **The link expired.** Choose **Resend invite** to send a fresh link.

When nothing needs fixing, **Why?** tells you where the invitation stands:

- **It goes out when you finish setting up.** People you invite during setup get their email once you finish setting up your business.
- **It's on its way.** We're sending it now.
- **We're waiting for them.** The answer says when we sent it and until when the link works. They join by opening the link and signing in with the code we email to the address you invited. If your business requires a second factor, they need a passkey or an authenticator app to join, and add one if they don't have one.
- **They joined.**
- **It was withdrawn.** Its link no longer works.

If **Why?** shows **We couldn't run the check.**, Prevarro couldn't read the invitation just then. Choose **Try again**.

## Teams

Below the list, the **Teams** card lets you group people for Schedule crews and reporting. A team can have one or more leads.