Who can do this
Owners and admins invite people and change roles. Only owners can make someone an owner.
Plan
Departments and managers are on the Professional plan and above, and during the free trial. Each plan has a number of user places; viewers have their own.
Step 1: Pick the right role
There are four roles:
- Owner: everything, including billing and the team. There's always at least one.
- Admin: everything except changing owners.
- Manager: adds and edits operatives, tickets and training in one department.
- Viewer: sees everything, changes nothing.
Viewers can see everyone's contact details, so keep viewer logins for your own people. For a client, send a Passport or let them scan the site card.
Illustration: The four roles as a small chart: owner at the top, admin and manager beside each other, and viewer underneath, each with what they can do. Step 2: Add departments for managers
Go to Settings, then Departments. Type a Department name, like Gas, Water or Civils, and choose Add department. Then put operatives in a department from their Passport.
A manager looks after one department and only ever sees its operatives.
Illustration: The add a department form with Water typed in and the add department button highlighted. Step 3: Send an invite
Go to Settings, then Team. Under Invite someone, type their Email, choose a Role, and for a manager their Department. Choose Send invite.
They get an email with a sign-in link. Invites last 7 days, and Pending invites lets you resend one, change its role or cancel it.
The panel shows how many places you've used on your plan. Pending invites count.
Illustration: The invite someone form with an email address, manager chosen as the role and a department chosen, and the send invite button highlighted. Step 4: They choose to join
When they open the link, they're asked to join your organisation, and choose Join followed by your company's name. One sign-in belongs to one organisation.
To change someone's role or take their access away, open Change role or remove next to their name. Removing them ends their access straight away.
Illustration: The invitation page: you've been invited, with the company name, who invited them and as what role, and the join button highlighted.
Still stuck? Email us and a real person will help. Tell us which guide and step you're on and what you can see. support@qualtrack.co.uk
Checked against the app on 7 Oct 2026. The pictures in these guides are drawings of the app, so the details on your screen may look a little different. The steps and button names are the real ones.
