> ## Documentation Index
> Fetch the complete documentation index at: https://docs.captrid.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Inviting Team Members

> How to invite capturers, coordinators, and admins to your CaptrID organisation.

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) |

<Info>
  **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.
</Info>

## Inviting a user

1. Go to **User Management** in the sidebar
2. Click **Invite User**
3. Enter their **email address**
4. Select a **role** (Organisation Admin, Coordinator, or Capturer)
5. 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.

<Frame caption="The Invite User dialog — enter an email and choose a role">
  <img src="https://mintcdn.com/captrid/bjmPOxBKuphKEbD5/images/admin-guide/invite-user-dialog.png?fit=max&auto=format&n=bjmPOxBKuphKEbD5&q=85&s=149b10c0eba0f84ffd87b2cf73f6ec25" alt="Invite User dialog with email field and role dropdown" width="1602" height="1185" data-path="images/admin-guide/invite-user-dialog.png" />
</Frame>

<Tip>
  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.
</Tip>

## Managing existing users

<Frame caption="The User Management screen showing team members and their roles">
  <img src="https://mintcdn.com/captrid/bjmPOxBKuphKEbD5/images/admin-guide/user-management-list.png?fit=max&auto=format&n=bjmPOxBKuphKEbD5&q=85&s=a43d523a1224418d9c4fb79976833f95" alt="User Management screen with users listed by role" width="1600" height="1184" data-path="images/admin-guide/user-management-list.png" />
</Frame>

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                      |

<Tip>
  These permissions are organisation-wide — they apply to all coordinators in your organisation. You can configure them from **Organisation Settings > Coordinator Permissions**.
</Tip>

## 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?       | Yes — each plan includes a set number of seats per role (Org Admins, Coordinators, Capturers). See [Plans and Limits](/admin-guide/plans-and-limits) for details. |