Setup: Inviting Other Users To Your Account

 

When would I use this?

• You’re setting up Exterio and need to bring all your team on board.
• You hired a new team member.
• You want your crew leads or foremen on the mobile app.
• Someone never got their invite email, or the invite went to the wrong address.
  
  

Before you start

• Only Admins can manage users. Team & Users is under Account Settings, which only Admins can see.
• Check your open seats first. The Seats card at the top of Team & Users shows how many seats are in use and how many are open. If an invite needs more seats than you have open, you’ll need to add them to your subscription before the invite is sent.
• Have each person’s email address. The invite goes to that address, which then becomes their login.

 

How do I open Team & Users in Exterio?

Go to Settings > Account Settings > Team & Users. The Team Members tab opens first.

 

What’s the difference between team members and field users in Exterio?

Team members (office, sales and admin users) require a paid seat and get the full Exterio app on desktop and mobile. Field users are free, never take a seat, and only have access to the mobile app with their own view of assigned projects.

	Team members	Field users
Who they are	Owners, office staff, managers, sales reps	Crew leads, foremen, installers
Seat	Each active team member counts as one seat in your subscription	Never takes a seat
Access	The full Exterio app, desktop and mobile	Mobile app only, with their own view of projects
Where you invite them	Invite Team Members	Invite Field Users
Roles	Owner, Admin, Manager, Office, Sales or a custom role	Field

 

How do seats work in Exterio?

Every active office, sales and admin user takes one seat, and every pending invite for one of those roles holds a seat until it’s accepted or revoked. Field users never take a seat.

The Seats card shows:

Item	What it means
seats in use	Active team members plus pending invites, out of the seats on your plan
active users	Team members who are active right now
invites pending	Invites that are holding a seat until they’re accepted or revoked
open	Seats you can still fill without adding more to your subscription

To add or change seats, click Manage seats (or Add seats when every seat is full). This opens your Subscription settings.

 

How do I invite team members in Exterio?

Click Invite Team Members, fill in each person’s details, pick a role and send.

1. Go to Settings > Account Settings > Team & Users.
2. Click Invite Team Members.
3. Enter the person’s First Name, Last Name and Email.
4. Choose a Role. See “Setup: Assigning Roles and Permissions” for what each role can do.
5. To invite more people at once, click Add another and repeat steps 3 and 4.
6. Check the Summary on the right. It shows how many seats you’re using and whether the invites fit in your current plan.
7. Click Send Invite
8. Scroll to the Field users section of Team & Users.
9. Click Invite Field Users.
10. Enter the person’s First Name, Last Name and Email.
11. Click Add another to invite more field users at once.
12. Click Send Invite (or Send [number] Invites).

Each person gets an email with a link to accept the invite. They create their own password when they accept.

 

What happens if I don’t have enough open seats?

If your invites need more seats than you have open, the Summary shows a billing preview and the button changes to Purchase & Send Invites. Clicking it buys the extra seats and sends the invites.

Adding users resets all your billing cycles to today: your existing subscriptions are re-billed for a new full period, with credit for the time you didn’t use.

 

How do I invite field users in Exterio?

Click Invite Field Users in the Field users section, fill in each person’s details and send. You don’t choose a role, because every field user gets the Field role.

 

How do I resend or cancel an invite in Exterio?

Pending invites are listed in the Pending invitations section at the top of Team & Users. Each one has four buttons:

Button	What it does
Email invite link	Sends another copy of the invite link from your connected Gmail or Outlook account. Use this when the person says they never got the original email.
Copy invite link	Copies the invite link so you can text it or send it another way.
Resend invitation	Sends the invite email again.
Revoke invitation	Cancels the invite. The link stops working and the seat it was holding opens back up.

Email invite link needs a connected email account. If you don’t have one, Exterio tells you to connect Gmail or Outlook in Settings > Email & Calendar.

An invite shows one of four statuses: Pending, Accepted, Expired or Revoked.

 

How do I disable a user who leaves the company?

Click the pencil icon on the person’s row, then switch the Status toggle off. A disabled user can’t log in, and they stop taking a seat. To bring them back, switch the toggle on again. You need an open seat to turn a team member back on.

 

Tips and gotchas

• Revoke invites nobody is going to accept. A pending invite holds a seat just like an active user. An invite to someone who never started, or to a mistyped email address, keeps a seat tied up until you revoke it.

• Disable people the day they leave. Until you do, a former employee can still log in and see your customers, pricing and pipeline. Disabling them also frees their seat for the next hire.

• Use each person’s own work email. The email address becomes their login. Shared inboxes like office@ make it impossible to tell who did what, and the invite can’t go to two people.