Having multiple users on your account/s not only makes inspection management quicker, it also gives you transparency and accountability for your record keeping. By setting user for every member of your team, you ensure that their name is displayed against their inspections and activities within your account.
To add a user, you will need:
At least one free space on your subscription user limit
You need to be an Admin member (check you can see the white settings cog icon in the bottom left hand corner of the screen)
Invite a user
Once you have logged in to your Papertrail account, click on the settings cog in the bottom left hand corner and select Team settings.
Then click on one of the blue buttons for + Invite a user.
Enter the email address of the user. This will be the email address they use to login to Papertrail once invited.
You will then need to select which user permission levels the new user will receive. Click here for more details on the different permission settings.
Once you have set the correct permissions, scroll down and click Invite. An email invitation will be sent asking them to create a secure password to join your Papertrail account.
Once the user has been added, an admin can also share the invitation link directly with the new user by clicking Copy invitation link.
If you want to amend user permissions at any time, you can do this by navigating to the settings cog and selecting Team Settings.
Subscription user allowance
Each unique email address counts as a user on your subscription allowance. If you have multiple Papertrail accounts under your subscription, your total number of users will be shared across all the accounts. In Papertrail, a license seat is tied to a single email address (user) rather than individual accounts. This means that:
A single user can be invited to multiple accounts without consuming additional license seats.
The license is associated with the user's email address, ensuring that only one license is used regardless of the number of accounts the user is part of. When inviting a user who already has a license to another account, the system handles the process efficiently:
Initially, the system temporarily reserves a license seat for the invited user. This happens because the system identifies the invitation as a new user pending acceptance.
Once the user accepts the invitation, the system recognizes that the email address already has an existing license.
As a result, no additional license is consumed, and the user is added to the new account without impacting the overall license count. This mechanism ensures that organizations can manage their licenses effectively without unnecessary duplication.
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Still can't find the answer you need? We'd love to help!
Contact our Customer Support Team via the chat button in the lower right corner of the screen, on +44 (0)1248 719270 or at support@papertrail.io.