Inviting Users

New users join through email invitations with pre-assigned roles.

Steps

1. People > Invite
2. Enter email
3. Select role
4. Assign team (optional)
5. Send invitation

Copy Link

If email doesn't arrive (300/day Brevo limit), copy the link and share directly.

Importing many users at once

If you already have a list of people in a spreadsheet, import them all at once instead of inviting them one by one. Rows that include an email address are sent an invitation to set their own password and appear under People > Invitations. Rows with a username instead of an email become login-capable accounts right away — the generated password is shown once after the import so you can hand it out. Rows left with neither become passive members (no login) — useful for workshop crews you only assign work to.

1. People > Users
2. Click Import
3. Download the CSV or Excel template
4. Fill in First Name, Role and (optionally) Email for each person
5. Upload the file and review the preview
6. Start the import

Inviting someone who already uses FreeMaint

If the email you invite already has a FreeMaint account in another workspace, that's not an error. When they open the invitation they'll be asked to confirm switching into your workspace. If they are the only member of their current workspace (often a leftover trial), it is closed and they join yours; if that workspace has other members or a paid plan, they'll be guided to leave it first or contact support.

Accounts for an external vendor's crew

All three ways of adding someone above accept an optional vendor: the email invitation, the workshop member (no email, no login) and the direct account with a username. Pick one and the account belongs to that vendor from the moment it exists. It then only ever sees the work orders assigned to it, and never a cost, an asset value or a purchase price — whatever roles it is given later. These accounts are kept out of People > Users by default; switch on "Show vendor accounts" to list them, or open the vendor's own page. You can change or remove the affiliation later from the person's profile. The user import has the same column, "External Vendor (Name)": type the vendor's name and the imported accounts are bound to it. A name that matches nothing fails that row rather than creating an unbound account, and the export writes the column back so an export-edit-reimport round trip keeps the link.