Teams: Invite Your Crew
Step-by-Step Guide
Put your crew on one shared workspace. The owner buys a block of seats, sends each person an invite code, and picks what their role lets them do.
👥Teams: Invite Your Crew
Put your crew on one shared workspace. The owner buys a block of seats, sends each person an invite code, and picks what their role lets them do.
⚡ Pro Upgrade
📱 Mobile App Guide
Get a Team plan
The owner opens the plans screen from GO PRO or the plan badge on the home screen, chooses TEAM WORKSPACE PLAN, sets the number of seats, and starts the 7-day trial.No picture for this step
The words beside it name every button to tap.
- Pick the role: On the home screen, open BILLING, PLANS & TEAM and tap Team. Under SELECT ROLE FOR NEW INVITE, choose Manager, Tech or Viewer. SELECT ROLE FOR NEW INVITE with Tech chosen, and what a Tech can and cannot do.
- Make the code: Tap GENERATE INVITE CODE. The code is listed under PENDING INVITES with Copy and Revoke, and it works for 48 hours. Send it to the person. GENERATE INVITE CODE and the code under PENDING INVITES with Copy and Revoke, and how long it lasts.
- They join: The new member installs the app, signs in with their own account, opens Team and taps JOIN TEAM WORKSPACE, enters the code and taps VERIFY & PROCEED, then confirms. On the web they join from Settings, Team, Join Workspace. OR JOIN AN EXISTING WORKSPACE WITH CODE, the button a new member taps.
- Work together: Everyone now works from the same locations, equipment, work orders and schedules. The owner taps a member’s role to change it, or Remove, at any time. The Team screen: the workspace, your role and TEAM MEMBERS with the seats used and vacant.
- Give a customer their view: Invite them with the role Customer, or make a member a Customer. Then tap their role on the Team screen: under WHAT THIS CUSTOMER SEES, switch on any of Equipment, Work Orders, PM Schedules, Service history, Invoices and Site contacts, and under LOCATIONS THIS CUSTOMER SEES tick the locations they may see. Until one is ticked, they see none. The dashboard’s Team page has the same switches. The Customer role: sees only the locations you pick and never sees costs, labour rates or parts.
Good to know
- Seats come in blocks of 5, from 5 up to 50. Current prices are on the pricing page. The people you invite sign in with their own free account and need no plan.
- Roles: Owner, Manager, Tech and Viewer. Managers handle invoices and receipts; Techs work equipment, logs, PMs and work orders; Viewers look and change nothing, and do not see invoices.
- A fifth role, Customer, is for the people you work for: read-only, in the phone app or on the website, and only the locations and the kinds of record you choose. They never see costs, labor rates, parts, stock, tools, tenants or who a job is assigned to. Each customer takes a seat. Before someone is made a customer, the app checks that their phone runs a version that understands the role, and if it is too old you are asked to have them update it first.
- Only the owner invites, removes and changes roles.
- The web dashboard’s Team page shows how many seats are used.
- Give a teammate or a customer a private nickname on the Team screen. Only you see it; everyone else, including that person, sees the real name. On the phone and the dashboard.
Start Tracking Smarter Today
Core tracking, barcode scanning, parts management, and maintenance logs are free forever. Upgrade to Pro for AI scanning, cloud sync, branded reports, and more.
Every plan, Pro and Team, includes a 7-day free trial for first-time subscribers
Frequently Asked Questions
Everything you need to know about the Equipment Tracker Pro guides and features.
How do I capture nameplate information without typing it?
Photograph the nameplate and let the AI fill in the fields, then check them against the plate. Tap ADD IMAGE on the new-equipment form and choose AI Scan Nameplate (Camera) or (Gallery), or use SCAN NAMEPLATE under AI TOOLS on a saved unit. It fills in manufacturer, model, serial, voltage, phase, amps, refrigerant and charge, and whatever else the plate prints, and leaves anything it cannot read blank rather than guessing. Scanning needs a signal. Your first 10 AI scans are free, then it is Pro.
How do I keep preventive maintenance from slipping?
Put each PM on a repeating schedule with a due date and a phone reminder, so the next one is booked as soon as you finish the last. Tap PM Schedules on the home screen, then +, pick a preset such as Change Filter or type your own title, set how often in days, weeks or months, and set REMIND ME. The list filters by Overdue, Due Today and Coming Up. When the job is done, tap CLOSE, COMPLETED, then LOG & COMPLETE, and the app writes the service log and moves the due date forward. A visit that did not happen is closed as NOT COMPLETED with a reason. It is free on the phone, and reminders need no signal.
How do I keep a unit's repair history when the technician who knows it leaves?
Log every visit on the unit's own Service Log, not in a technician's notes, so the history stays with the equipment when the person leaves. Open the unit, tap MAINTENANCE, then Service Log, then +, and fill in the date, service type, technician, vendor and description, with parts under PARTS USED. A finished PM or work order writes its own log. On a Team plan the whole crew sees what was logged, and a live QR tag (Pro) opens the unit's service history on any phone with no app. Logging works with no signal; opening a live QR tag needs a connection.
What kind of guides are available in the hub?
Step-by-step guides for the app's features — AI scanning, QR tagging, inventory, maintenance logs, invoices and getting paid, receipts, PM schedules, work orders, maintenance plans, tenant door tags and Teams — plus an overview guide for the web dashboard. Most of the older guides carry real app screenshots; the newer ones are short worded walk-throughs that name the real buttons.
Are these guides specific to mobile or web?
Each guide has a Mobile App / Web Dashboard toggle, but most of the detailed step-by-step content lives on the mobile app (iOS & Android) since that's where most features live today. The web dashboard has its own overview guide, and we're adding more web-specific guides as dashboard features expand.
Can I access these guides offline?
The guides website needs an internet connection. On the phone, core tracking works fully offline — your equipment records, parts and maintenance logs are readable and editable in zero-signal zones — while AI scanning, AI diagnostics, cloud sync and hosted QR pages need a connection.
Who are these CMMS guides written for?
They are written for field HVAC technicians, property maintenance crews, and facility managers looking to digitize their workflows.
Do the guides include instructions for team management?
Yes — the Teams guide covers inviting your crew with a code and choosing each person's role, and there are guides for cloud sync & sharing (including transferring a building to another owner) and for the vendor check-in system, which turns a building into a QR-code entry point for contractors.