Invite your team and set their roles

Send an invite

1. Open Settings → Team & roles. You will see the Invite someone panel. (If you cannot see the page or the panel, your role cannot manage the team. Owners and managers can.)

2. Enter their work Email and pick a Role from the dropdown. Each role shows a one-line description of what it reaches.

3. Click Send invite. OnTote emails them an invitation link.

The email did not arrive: send the link yourself

This happens, and it is planned for. Right after you click Send invite, the page either shows "Invitation emailed to {email}" or a warning: "We couldn't email this invitation. Copy the link and send it yourself."

Click Copy link (or Show link to see it first) and send it to them yourself, text message and all. Two warnings about that link:

• The raw link exists only on that page. The server stores just its hash, so the link is not shown again once you leave the page. Copy it before you navigate away.
• Links expire. The Pending invites list shows the expiry date next to each email.

Resend, revoke, and change roles

The Pending invites section lists every invite that has not been accepted yet, with the date it was sent and the date it expires. Each row has Resend (sends a fresh invite email) and Revoke (cancels the invite entirely).

Once someone accepts, they appear in the member list. Their role is a dropdown on their row, so changing it is the same two clicks as setting it. Owners can only be changed by other owners. The Disable button on a row removes their access but keeps their history: a disabled person's name still hangs off every stop they ever completed.

What each role can see

Four roles cover most teams (a fifth read-only role exists for look-but-don't-touch access):

• Owner: everything, including billing and managing other owners. Only owners see or change billing.
• Manager: everything except removing an owner.
• Office: books, schedules, and dispatches. No billing settings.
• Field: their own stops and Scan. No customers, no money, no reservations. Field users also do not see the trial countdown banner.

Rule of thumb: if someone only needs to see whether a tote went out and came back, they are field. If they talk to customers and move dates around, they are office. If they decide things, manager. One owner is enough for most shops; two covers vacations.

Pin someone to one location

If you run more than one location, you can pin a member to just theirs. On their member row, the location pin dropdown defaults to All locations. Pick one and that person works out of that location only. Owners cannot be pinned; everyone else can, including field staff.

If something goes wrong

• The invite email bounced or vanished: check Pending invites and hit Resend, or copy the link and send it yourself before leaving the page.
• They clicked an expired link: revoked and expired invites do not come back. Send a new invite with Resend.
• Someone sees the wrong data: check their role and their location pin on the member list first. Nine times out of ten it is one of those two, not a bug.