Invite a team member

Overview

Inviting a team member adds them to your MyApprentice business with a specific role — Supervisor, Admin, Finance, Tradie, or Apprentice. The invited user receives an email, sets a password, and lands on a role-based dashboard once they accept. Inviting users is an MFA-gated action, so MFA must be set up on your account first.

Who This Workflow Is For

This workflow applies to Admin and Business Owner.

Before You Start

MFA must be set up on your account — see Set up MFA. Have the new user’s email address, first name, last name, and the role you want them to hold. Check your seat availability — if you are at your seat cap you will need to free a seat or upgrade the plan first. See Review your subscription and billing.

Step-by-Step Process

In the left sidebar, select Users. The Users page opens.
Select Invite user in the top right of the page.
Complete the MFA prompt. Inviting users is an MFA-gated action.
Enter the user’s email address. The email is used as the new user’s username and the address they receive the invitation at.
Enter the user’s First name and Last name.
Select the role to assign:
- Supervisor — runs day-to-day delivery and team management.
- Admin — runs back-office workflows including finalising jobs and approving timesheets; cannot clock in/out, export payroll, or be a shift assignee.
- Finance — invoicing, supplier invoices, Xero, and finance attention items.
- Tradie — performs assigned field work.
- Apprentice — restricted field role.
Select Send invitation. The user receives an invitation email.

The new user follows their own invitation acceptance steps: they open the email, select Accept invitation, set their first name, last name, and password, and complete the Secure your account MFA prompt. Their account becomes active and they land on a role-based dashboard.

What Happens Next

The invitation appears in the Pending Invites section on the Users page until the user accepts. Once accepted, the user is active and counts as one seat against your plan. Active users only — pending invites and deleted users do not consume a seat at the active count.

From here you can:

Edit a user or change a role at any time.
Resend an invitation or handle a seat limit if the invite expires.
Delete or restore a team user if circumstances change.

Common Issues

MFA prompt blocks the action. Set MFA up on your own account first — see Set up MFA. Inviting users is an MFA-gated action.
Seat limit reached. MyApprentice blocks the invitation if you have no seats available. Either delete an inactive user or upgrade the seat count via Manage Plan — see Resend an invitation or handle a seat limit.
User did not receive the invitation. Ask the user to check spam. Resend the invitation from the Pending Invites section.
Wrong role on the invitation. You can change the role on the user record before or after acceptance — see Edit a user or change a role. Role changes require MFA.