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InventoryHQ is built for teams, and getting your people set up correctly from the start saves headaches later. This page covers how to send invitations from your dashboard, the difference between the available user roles, and how to manage your team’s user seats as your business grows.

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How to invite a team member

1

Open the Team settings page

From the left sidebar, navigate to Settings → Team. You’ll see a list of current users and an Invite User button in the top-right corner.
2

Enter the user's email address

Click Invite User and enter the team member’s work email address. You can invite multiple people at once by entering additional email addresses separated by commas.
3

Assign a role

Select the appropriate role for each invitee before sending. The role controls what the user can see and do inside InventoryHQ. See the role descriptions below to choose the right one.
4

Send the invitation

Click Send Invite. Each invitee will receive an email with a link to set their password and access the platform. Invitation links expire after 7 days — you can resend from the Team page if needed.

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User roles

InventoryHQ uses role-based access to make sure each team member sees what’s relevant to their job — and nothing that isn’t.

Manager

Full access to inventory, jobs, equipment, reports, and settings. Managers can add and edit materials, create and close jobs, manage service trucks, and invite or remove other users. Assign this role to owners, office staff, and project managers.

Installer / Field User

Focused access for crews in the field. Installers can check inventory levels, log material usage against a job, and view their assigned tasks — but they cannot edit the materials catalog, view financial reports, or change account settings.
User roles are fully customizable. Visit Settings → User Permissions to review the granular permission toggles available for each role and tailor access to match your team’s specific workflows.

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Managing user seats

Your plan includes a set number of user seats. Understanding how seats work helps you stay within your plan or scale up at the right time.
The Core Plan and Equipment Only plan each include 5 users. The Custom plan includes unlimited users. All seats on a plan are shared across all roles — a Manager and an Installer each consume one seat.
You can add individual user seats for **19/moperuser∗∗.Alternatively,addinganAdditionalWarehouselocation(19/mo per user**. Alternatively, adding an Additional Warehouse location (99/mo) to your Core Plan includes 5 extra user seats along with the new location. You can manage add-ons from Settings → Billing.
Yes. Navigate to Settings → Team, find the user you want to remove, and click Revoke Access. Their seat becomes available immediately, and you can invite a new user in their place without any additional charge.
Yes. From Settings → Team, click the user’s name to open their profile, select a new role from the dropdown, and save your changes. The updated permissions take effect the next time the user loads the app or dashboard.

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Best practices for team setup

Set up at least one other Manager-level user as a backup administrator. That way, if the account owner is unavailable, someone else can still manage billing, add users, and access reports.
Be careful assigning the Manager role to field users who only need to log material usage. Managers can edit inventory quantities and job costs, which can create reconciliation issues if done accidentally in the field.

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What’s next?

Once your team is invited, make sure your field users have the mobile app installed so they can log activity from the job site.

Download the Mobile App

Get the InventoryHQ app on iOS and Android — your field crew will need it.

User Permissions Reference

See every permission toggle and understand the full scope of each role.