Team Management Tutorial
QuickInspect and YachtInspect support team collaboration through role-based access control, seat management, and invitations by email or QR code. This tutorial covers the user roles in each app, where members are managed, inviting people, seat limits, and giving people access to the right projects or vessels.
Where You Manage Your Team
| QuickInspect | YachtInspect | |
|---|---|---|
| Members and roles | More › Setup & company › Settings › Members & roles | Lists › Billing & Subscription (seat usage and Invite User) |
| Company settings | Settings › Company and Settings › Modules & feature access | Lists › Edit Company / Team |
| Seats | Settings › Billing | Lists › Billing & Subscription |
Your personal settings stay on Profile in both apps. See the Settings & Company Tutorial.
User Roles
Both apps have three roles: Free, Standard and Key User. Standard and Key User are paid seats. What each role is for differs between the apps.
QuickInspect QuickInspect only
| Role | What it is for |
|---|---|
| Free (shown as Basic in enterprise companies) | Taking part: reporting, requesting permits, viewing hazardous materials and the KPI dashboard, using HSE Support and nominating HSE awards |
| Standard | The people doing the HSE work: inspections, risk assessments, actions, AI features and the photo gallery |
| KeyUser | The people running QuickInspect: inviting users, company settings, building templates, issuing and authorising permits, approving hazardous materials |
What each role may do can be fine-tuned in Settings › Modules & feature access, so your own permissions may differ slightly.
YachtInspect YachtInspect only
| Role | What it is for |
|---|---|
| Free | Limited access: viewing findings and files |
| Standard | Surveyors: creating findings, creating classic Photo and Findings reports, publishing reports and exporting PDFs |
| Key User | Senior surveyors and admins: the Report Designer and company report templates, editing any finding or report, inviting users, company settings, branding and billing |
Managing Members
QuickInspect QuickInspect only
In Settings › Members & roles, KeyUsers can:
- See all members with their role, department and subcontractor, and search them by name or email
- Tap Invite user to send an invitation by email -- newly invited people are listed above your members until they accept
- Select a member to change their Role
For step-by-step instructions, see Set Up Your Team.
YachtInspect YachtInspect only
In Lists › Billing & Subscription, Key Users see the company's seat usage and can use Invite User to add a person by email with a role and a vessel. The company itself -- name, branding, security and the AI usage dashboard -- is managed under Lists › Edit Company / Team.
Inviting Members via QR Code
A QR code is the fastest way to onboard a whole crew:
- QuickInspect QuickInspect only -- open Settings › Billing › Manage Signup QR Codes and create a code. You can attach a project, department, subcontractor and a label. People who scan it get the sign-up form with your company already filled in, and start as Free (shown as Basic in enterprise companies).
- YachtInspect YachtInspect only -- Lists › Edit Company / Team shows a company QR code. Users scan it to be assigned to your company. Switch on QR Code invitation only if people should join only this way.
Tip
QR code invitations are especially convenient for on-site teams. Print the code or display it on a screen and let team members scan it during onboarding.
Seat Limits
Your company plan includes a set number of seats for each paid role:
- Standard seats: the maximum number of Standard users your plan allows
- Key User seats: the maximum number of Key User seats your plan allows
When a limit is reached, you cannot add more users of that role until you upgrade your plan or free a seat. Members never buy a seat themselves; the company manages the plan.
Access to Projects and Vessels
- QuickInspect QuickInspect only -- records belong to projects. Each person works in one project at a time and switches with Profile › Change Project; sign-up QR codes can pre-select a project. Departments and subcontractors decide who is notified and assigned when an incident or overdue action belongs to their area.
- YachtInspect YachtInspect only -- users are assigned to vessels, either when they are invited or on the vessel itself. They see the findings and reports of the vessels they are assigned to.
Warning
Only Key Users can invite members and assign roles. Seat limits come from your company's plan. If you need these capabilities, contact a Key User in your company.
Next Steps
- Configure company settings in the Settings & Company Tutorial
- See what each role can do in the Role Permissions Matrix
- Track actions in the HSE Management Tutorial QuickInspect only
- Set up a survey team in YachtInspect: Team Setup YachtInspect only