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Spotto Users: Invite and Manage Portal Access

Overview​

The Users screen is where you invite teammates and manage access for a company. From here you can:

  • Search and sort users
  • Invite new users
  • Update Classic or Advanced user roles and delegation scopes
  • Resend or remove pending invites
  • Delete users (with safeguards)

Access the Users screen​

Open Settings -> Settings -> Users from the Portal navigation. If no company is selected, Spotto prompts you to choose a company first.

If your account has no companies yet, you will see a welcome screen that guides you to invite your first user.

Users list​

The list view shows users for the selected company, including their assigned roles, scopes, and invite status.

What you can do:

  • Search by first name, last name, or email
  • Sort by name, roles, or status
  • Open details by clicking a row (requires user view permission)

Access behavior​

  • If you can view users for the selected company, you can open the user list and user details.
  • If you can manage users for the selected company, you can invite, edit, and delete users.
  • If you can view users but cannot manage them, edit controls are shown as read-only or disabled.

Status and invites​

  • Active: the user has accepted the invitation.
  • Pending: the user has not accepted the invitation yet.

Pending invites show:

  • Resend invite (with a 30-second cooldown)
  • Remove invite (deletes the pending invitation)

Invite a user​

Click Invite to open the invite form. You will enter:

  • Email
  • Company
  • Role assignment mode: Classic or Advanced
  • The role selection required by that mode

Use Classic for the legacy single-role model. Use Advanced to select one or more system-defined roles and choose a scope for each role. If you are unsure which role to use, start with the role quick reference.

After a successful invite, the user appears with a Pending status.

Invite flow​

Spotto's invite flow is email-based and automatically ties the invite to the company when the user completes authentication.

  1. You invite a user by email, selecting the company, roles, and scope.
  2. Spotto sends an invite email with a secure link.
  3. The link validates the token, marks the invite as accepted, and redirects the user to the Portal.
  4. If the user is new, they land on Sign up with their email pre-filled. If they already have a Spotto account, they are routed to Log in.
  5. After sign-up or login, Spotto applies the invite and the user is added to the company automatically.
  6. Selected roles are added when the invite is created.

Notes:

  • Invites are tied to the email address used in the invite. The user must sign in with the same email to join the company.

Edit a user​

Open a user to view or update their roles. For existing users:

  • Email and Company are read-only
  • Classic shows the legacy role selector.
  • Advanced shows assignable roles with a checkbox, description, and delegation scope.

Role scopes define where the role applies:

ScopeMeaning
This companyApplies only to the selected company.
Direct child companiesApplies to immediate child companies.
All child companiesApplies to all descendant companies.
All companiesApplies across all company contexts.

Role changes are saved when you click Update. If you can view users but cannot manage them, the role controls are disabled.

Some roles are only available to Spotto administrators. They are hidden for normal customer companies.

Use the narrowest scope that fits the work. This company is the safest default for most users.

Delete a user​

Deleting a user requires confirmation. There are safeguards:

  • Pending invites are removed, not deleted as active users

Troubleshooting​

I don't see the Invite/Edit/Delete buttons​

Likely cause: You can view users for the selected company, but you cannot manage them.
Fix: Ask a company admin to grant a role that allows user management.

I can't open user details​

Likely cause: You do not have access to view users for the selected company.
Fix: Ask a company admin to grant a role that allows user viewing.

I can open a user but cannot change roles​

Likely cause: You can view users but cannot manage them, or your role does not allow assigning the selected role or scope. Fix: Ask a company admin to review your role and scope.

The resend invite button is disabled​

Likely cause: Resend is rate‑limited for 30 seconds after each click.
Fix: Wait a few seconds, then try again.