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Invite Your Team

Add team members to Zeltask so they can execute inspections, complete work orders, and collaborate on operational tasks. Users receive an email invitation to join your organization.

Before You Start​

  • You need Admin permissions to invite users
  • Have email addresses ready for the people you want to invite

Steps​

Step 1: Open User Management​

  1. Click Settings in the left sidebar
  2. Under Configuration, click People
Settings sidebar with People section highlighted

Step 2: Start a new invitation​

  1. Click Invite User or + in the top-right corner
  2. The invitation form opens
People list with Invite User button highlighted

Step 3: Enter the user's email​

Enter the email address of the person you want to invite:

FieldDescription
EmailEmail address where the invitation will be sent
Invitation form with email field

Step 4: Select the permission level​

Choose the appropriate access level for this user:

PermissionDescription
External MemberLimited access, typically for contractors or guests
Staff MemberCan execute inspections and work orders assigned to them
ManagerCan create, assign, and supervise tasks for their team
AdministratorFull access to all platform settings and configurations
Click the Permissions dropdown and select a permission level

Step 5: Send the invitation​

  1. Review the information
  2. Click Send Invitation
Invitation form with Send Invitation button highlighted

The user will receive an email with instructions to join your organization and create their password.

User Status​

After sending invitations, users appear in the list with one of these statuses:

StatusMeaning
InvitedInvitation sent but not yet accepted
ActiveUser accepted the invitation and can access the platform

Adding Users to Teams​

After users accept their invitations, you can organize them into teams:

Step 1: Open Team Management​

  1. Click Settings in the sidebar
  2. Under Configuration, click Teams
Settings sidebar with Teams section highlighted

Step 2: Create a new team​

  1. Click Create Team or +
  2. Enter a Name for the team (e.g., "Maintenance Crew", "Quality Inspectors")
  3. Add a Description (optional)
  4. Select the Users who should be part of this team
Create Team form — enter name, then click Users dropdown and select team members

Step 3: Save the team​

  1. Click Save
  2. The team is now available for assignments
Team card showing name, description, and member count

Tips​

  • Assign actions and inspections to teams when any available member can complete the task
  • Assign to individual users when a specific person must be responsible
  • Use descriptive team names that reflect the team's function (e.g., "Night Shift Maintenance")
  • Start with fewer permission levels and increase access as needed
  • Follow up with users who haven't accepted their invitations