To use CaptrID, your team members need to be invited to your organisation. Each person gets a role that determines what they can access.
Roles
| Role | What they can do | Where |
|---|
| Organisation Admin | Full access — settings, billing, user management, all sessions and data | Admin portal (web) |
| Coordinator | Create and manage sessions, review photos, configurable additional permissions | Admin portal (web) |
| Capturer | Capture photos on assigned sessions only | Mobile app (iOS/Android) |
Capturers use the mobile app, not the admin portal. When you invite someone as a capturer, they’ll sign in via the CaptrID mobile app — not the web portal.
Inviting a user
- Go to User Management in the sidebar
- Click Invite User
- Enter their email address
- Select a role (Organisation Admin, Coordinator, or Capturer)
- Click Send Invitation
The invited person receives an email with a link to create their account. Once they accept, they appear in your user list.
You can track pending invitations from the Invitations tab on the User Management screen. If an invitation email didn’t arrive, use Resend Invitation to try again.
Managing existing users
From the Users tab in User Management, you can:
- Search by name or email
- Filter by role
- Change role — Reassign a user to a different role
- Remove user — Deactivates their access (their data and audit history are preserved)
Coordinator permissions
Coordinators have a base set of capabilities (creating sessions, reviewing photos), but Organisation Admins can grant them additional permissions from Organisation Settings:
| Permission | What it enables |
|---|
| View Master Lists | Read-only access to master list data |
| Manage Master Lists | Create, edit, import, and archive master lists |
| Manage Templates | Create and edit organisation-level card templates |
| Review ChangeSets | Review and resolve changeset conflicts |
| Apply ChangeSets | Push approved changesets to master lists |
| Delete Own Sessions | Delete sessions they created |
These permissions are organisation-wide — they apply to all coordinators in your organisation. You can configure them from Organisation Settings > Coordinator Permissions.
Common questions
| Question | Answer |
|---|
| Can I invite someone to multiple roles? | No — each user has one role per organisation. Choose the role that best fits their responsibilities. |
| What happens when I remove a user? | Their access is revoked immediately. Their previous captures and audit history are preserved. |
| Can capturers access the admin portal? | No. Capturers can only use the mobile app. They won’t be able to sign in to the web portal. |
| Is there a limit on team members? | No — all plans include unlimited users. |
