Invite Team Members

Mapalyze is designed for teams. Once you have your account set up and a form built, inviting colleagues is the next step to scaling your field data collection. This guide shows you how to add team members and get them collecting data quickly.

Prerequisites

Before inviting team members, make sure:

• You are on a paid plan (Starter, Professional, or Team). The free Explorer plan is limited to a single user.
• You have an Admin or Owner role within your organization. Only users with these roles can send invitations.

Send an invitation

1. Log in to the Mapalyze web dashboard at app.mapalyze.com.
2. Click Settings in the left sidebar, then select Team.
3. Click the Invite Member button.
4. Enter the email address of the person you want to invite.
5. Choose a role for the new member:
   • Viewer -- Can view records and dashboards but cannot edit forms or data.
   • Collector -- Can view forms, collect new records, and edit their own submissions.
   • Editor -- Can create and edit forms, manage records, and export data.
   • Admin -- Full access including team management, billing, and organization settings.
6. Click Send Invite.

The invited person receives an email with a link to join your organization. If they already have a Mapalyze account, they are added immediately. If they are new to Mapalyze, they will be guided through account creation first.

Manage pending invitations

You can view and manage all outstanding invitations from the Team settings page:

• Resend -- If someone did not receive the email, click the resend icon next to their invitation.
• Revoke -- If you sent an invitation by mistake, click the revoke icon to cancel it before it is accepted.

Invitations expire after 7 days. If an invitation expires, simply send a new one.

Assign members to projects

On the Professional and Team plans, you can organize work into projects and assign specific team members to each one:

1. Navigate to Projects in the left sidebar.
2. Open the project you want to manage.
3. Click the Members tab.
4. Click Add Member and select from your organization's team list.

Project-based assignment ensures that field workers only see the forms and data relevant to their work, keeping things clean and focused.

What new members see

When a new team member signs in for the first time, they will see:

• All published forms they have access to (based on their role and project assignments).
• A welcome prompt with tips for getting started.
• The option to install the mobile app for field data collection.

We recommend sharing a link to this Help Center with new members so they can get up to speed on using Mapalyze in the field.

Change or remove a member

You can adjust a team member's role or remove them at any time:

1. Go to Settings then Team.
2. Find the member in the list.
3. Click the three-dot menu next to their name.
4. Select Change Role to assign a different permission level, or Remove to revoke their access entirely.

Removing a member does not delete any data they collected. Their records remain in the system and are attributed to their name for audit purposes.

Best practices for team setup

• Start with Collector roles for field staff who only need to fill out forms and submit data.
• Use Editor roles sparingly for team leads who need to modify forms or manage records.
• Reserve Admin access for one or two people responsible for billing and organization-wide settings.
• Leverage projects to keep data separated by region, client, or campaign.

For more details on what each role can do, see Roles and Permissions.