Users and invitations

The Users page is your organization directory: everyone who can sign in, what role they hold, and whether their identity and app install are set up.

The Users page tour

Open People → Users. User management is admin-only; members and collaborators do not see this page.

The directory table shows one row per person:

Column	Meaning
Name	Full name as entered. Click the row to open the user activity drawer.
Contact	Email and phone number on file.
Role	The person's role in your organization. See Roles and permissions.
Identity	"Clerk linked" means their sign-in identity is connected and working. "Pending" means the identity has not finished linking yet, typically because they have not signed in for the first time.
TestFlight	Status of their iOS app install invitation: Active, Error, skipped, or removed.
Actions	Edit and deactivate.

A hint above the table shows how many people are in the organization.

Adding a user

1. Click Add user.
2. Enter the Full name. This is used for their sign-in identity and app install invitation.
3. Enter an Email address, a Phone number, or both. Email is required for iOS install invitations. Phone must be in E.164 format: a plus sign, the country code, then the number with no spaces or punctuation, for example +14155550123.
4. Choose a Role. Restricted roles are disabled in the dropdown with an explanation (for example, only org admins can assign the org admin role).

When you save, three things happen behind the scenes:

• A sign-in identity is created, so the person can sign in to the console and the mobile app immediately with a one-time code.
• An app install invitation is sent for iPhone users, delivered through Apple's TestFlight or the App Store.
• The person is recorded in your organization directory.

If any of those steps fails (for example, the install invitation service is unreachable), the console shows a warning toast telling you which part needs attention. The user record itself is still created.

Validation rule

You must provide an email or a phone number. If both are blank, the dialog reports "Provide an email or a phone number."

Editing users and changing roles

Click Edit on a row to change the person's display name or role. Role changes take effect immediately across the console and the mobile app on the next sync.

You can also change roles inline from the Role assignments table on the Roles page.

Deactivating a user

Click Deactivate on a row when someone leaves the company or no longer needs access.

What deactivation does

Deactivating removes the person from your organization, bans their sign-in, and pulls their mobile app access. Their identity is recoverable: if they rejoin later, support can restore the same identity rather than creating a fresh one. Media they already captured and submitted is not affected; it stays locked in the assignments where it was submitted.

The user activity drawer

Click any row to open the User activity drawer, which shows the person's capture activity over the last 24 hours: items captured, pace, and recent work. Use it to confirm a new hire is capturing, or to check whether someone reporting app trouble is actually syncing.

Pending users

A user whose Identity column shows "Pending" has been added to the directory but has not completed first sign-in. This is normal for new additions. If someone stays pending for days, confirm you used the right email or phone, then ask them to sign in with a one-time code. There is no separate activation step on your side.

Assignment-level invitations

Org membership is not the only way to give someone access. For contractors, carrier representatives, or anyone who should see exactly one assignment, use assignment-level invitations:

1. Open the assignment and go to the Access tab.
2. In the Invitations section, enter the person's email or phone number.
3. Choose the access level:
   • Collaborator: can capture and view media on this assignment, like a member but scoped to this assignment only.
   • Observer: view only.
4. Send the invitation.

Invitations move through four statuses:

Status	Meaning
Pending	Sent, not yet accepted. You can revoke a pending invitation.
Accepted	The person has access and can sign in.
Revoked	You withdrew the invitation or their access. Immediate effect.
Expired	The invitation lapsed before being accepted.

No resend button

There is no "resend invitation" action. If an invitation expires or the person cannot find it, simply invite the same email or phone number again.

Team Members tab

Team rosters are managed on the team's detail page, under the Members tab. The table lists each member with their identifier and role.

To add someone:

1. Click Add member.
2. Either pick an existing person from the organization directory, or choose "Add someone not in the organization" and enter an email or phone number. The second path creates a pending user and adds them in one step.
3. Set their role in the team.

Per row you can Edit role or Remove. Removing someone shows the note "They will lose access until re-added"; their captures and history stay intact, and re-adding them restores access instantly.

Best practices

• Give people the smallest role that fits their job. Most field staff should be members. See Roles and permissions.
• Use collaborator invitations for outsiders instead of adding contractors to your org directory. Revoke when the loss closes.
• Collect both email and phone when adding users. Email covers install invitations; phone is a reliable fallback for sign-in codes.
• Deactivate promptly when someone leaves. It is recoverable, so there is no reason to wait.
• Watch the pending list after a hiring wave. Anyone still pending after a few days probably has a wrong email address.