Admins and Managers can invite teammates to the organization from the Users page. Each invited person receives an email link to join, sets a password on first login, and gets access based on the role and location scope you assign.

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Send an invite

1

Open the Users page

In the left navigation, go to Users.
2

Start a new invite

Select Invite User.
3

Enter the user's email

Type the email address the invitation should be sent to.
4

Choose a role

Pick a built-in role (Admin, Manager, Supervisor, Technician, Tenant, or Vendor) or a custom role. See Roles and permissions for what each role can do.
5

Set the location scope

Choose Global to give access to all locations, or select specific locations to restrict the user to those sites only.
6

Send

Select Send Invite. The user appears in the list with a pending status until they accept.
Invite User dialog showing email input, role selector, and location scope options

The invite user dialog with email, role, and location scope fields

Start with the least access a person needs. Technicians usually only need the locations they work at; reserve Global scope and the Admin role for people who manage the whole organization.

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Choosing the right role

You can also create custom roles with granular per-module permissions — see Roles and permissions.

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How the invitee accepts

  1. The invitee receives an email with a join link.
  2. Selecting the link opens FacilityLane and confirms the invitation.
  3. On first login they must complete a forced password change to set their own password.
  4. If they already belong to other organizations, yours is added to their workspace selection screen.
Invitation email showing the organization name and an accept invitation button

The organization invite email with the accept link

See Account setup for details on first login.

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Resend or manage invites

  • Pending invites are shown in the Users list. If an invite email was missed or expired, resend it from the user’s row.
  • Wrong email? Remove the pending invite and send a new one to the correct address.

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Deactivate or reactivate a user

When someone leaves the team:
  1. Open Users and find the person.
  2. Select Disable. They can no longer log in to your organization, but their history (work orders, comments) is preserved.
  3. To restore access later, select Activate.
Users page listing users with status badges and disable or activate actions

Users list showing active, pending, and disabled users with row actions

Disabling a user does not unassign their open work orders. Reassign their active work before disabling the account so nothing stalls.