Team and Roles

A solo arborist can run Tree Inventory AI single-handed. As soon as you bring in a second person — a partner, a field assistant, an office admin — you need an organization with multiple members and a role model that keeps billing and sensitive controls limited to the right people. This page covers inviting teammates, assigning roles, switching between organizations, and the safety rails around the last admin.

Quick Start

• Open the web dashboard at app.treeinventory.ai.
• Go to Settings → Team.
• Click Invite member, enter their email, pick a role.
• They get an invite email with a 6-digit code, accept, and land inside your org.
• Manage roles or remove members from the same Team page.

The role tiers

Three roles, three escalating levels of access. Pick by what the role needs to do, not by job title.

| Role | Can capture trees | Can generate reports | Can manage customers | Can invite/remove members | Can manage billing | |---|---|---|---|---|---| | Viewer | No | View only | No | No | No | | Member | Yes | Yes | Yes | No | No | | Admin | Yes | Yes | Yes | Yes | Yes |

When to use each

Viewer — a client stakeholder who needs to see the inventory but never edits it. A consulting partner. An insurance adjuster. Someone who shouldn't accidentally change a defect rating or generate a report.

Member — your day-to-day field arborists and office coordinators. Full access to data, no access to the org's billing or member list. This is the right role for most teammates.

Admin — partners, owners, ops leads. Anyone who should be able to add or remove team members, change roles, or update the payment method.

Inviting a team member

1. Open the web dashboard

   The team management UI lives on the web at app.treeinventory.ai, not in the mobile app. Sign in as an admin.

2. Navigate to Settings → Team

   The Team page lists every active member, every pending invite, and their roles.

3. Click Invite member

   A dialog opens asking for email + role.

4. Enter email and pick a role

   Use a real email — the invite is delivered there. Pick Viewer, Member, or Admin from the dropdown.

5. Send the invite

   The recipient gets an email with a sign-up link. If they don't have an account yet, the link walks them through sign-up. If they already have one (e.g. they're already in another org), it pulls up a "Join organization" prompt.

6. They accept and appear in your org

   Once accepted, they show up in the active members list with their assigned role. They can immediately sign in to the mobile app and start capturing.

Resending or revoking an invite

If a teammate didn't get the email or sat on it for a week:

• Resend — find the pending invite in the Team page → ⋯ menu → Resend. A new email goes out.
• Revoke — same menu → Revoke. The invite link dies immediately. They'd need a fresh invite to join.

Pending invites don't take up a billing seat until the recipient accepts.

Changing a member's role

1. Open Settings → Team

   Find the member in the active list.

2. Tap their role badge

   A role-picker dropdown opens — Viewer, Member, Admin.

3. Pick the new role

   The change takes effect immediately. The member sees the new permissions on their next page load. If they're mid-task in the mobile app, the change applies on the next API call.

Removing a member

Settings → Team → ⋯ next to the member → Remove. They lose access immediately. Their captured trees, reports, and voice notes stay with the org — removal kicks the user out, it doesn't erase their work.

If you remove a member by accident, re-invite them with the same email. They can rejoin with no data loss.

The last-admin guardrail

You can't remove the last admin from an org. Likewise, you can't demote the last admin to Member or Viewer. The system blocks it with an error.

Why: an org without an admin can't manage billing, can't invite new members, and can't recover from a deleted account. The guardrail exists so a single misclick or account deletion doesn't lock everyone out.

If you genuinely need to transition the last admin (e.g. the founder is leaving, the new owner needs control):

1. Promote a second member to Admin first.
2. Then demote or remove the original admin.

Multi-org membership

A single user account can belong to multiple organizations. Common cases:

• A consulting arborist who works for their own LLC plus contracts with a municipal forestry team.
• A regional manager who oversees three franchise orgs.
• A platform admin testing things across several customer orgs.

How org switching works

In the sidebar of the web dashboard, the top-left dropdown shows your current org. Tap it to see every org you belong to and switch between them. The mobile app has the same switcher in the header.

When you switch orgs:

• The customer list, address list, tree data, reports — everything reloads scoped to the new org.
• Your role might be different in each org (Admin in one, Member in another). The role applies per-org.
• Voice notes, photos, and AI analyses from one org are completely walled off from the other.

Joining a second org

Same flow as joining a first one — an admin of the new org sends you an invite using your existing email. Accept, and the new org appears in your switcher dropdown.

There's no limit on how many orgs you can belong to.

Per-tree attribution

Every tree records the user who captured it (and the user who last edited it). This shows up in two places:

• Tree detail screen — a small "captured by [Name]" line near the timestamp.
• Reports — optional. The PDF generator has a toggle to show or hide attribution. Default is off — most client-facing reports just want the data, not the staff list. Internal QA reports often turn it on.

Attribution is useful for:

• Performance review — see who captured how many trees over the season.
• QA spot-check — when a tree's data looks wrong, you know who to ask.
• Field handoff — "the trees Sam captured this morning are ready for your QA pass."

Billing and seat counts

Billing lives at the org level. Each active member counts as a seat on your plan. Pending invites don't count until accepted. Removed members free up their seat immediately.

The billing screen — only Admins can see it — shows current seat count, plan tier, and next invoice date.

Common Questions

Can I have a member who only works on certain customers? Not yet. Member-level access is org-wide — a Member can see every customer and tree in the org. Per-customer access controls are on the roadmap for the Pro tier.

What does a Viewer actually see? Everything a Member sees, in read-only mode. They can browse customers, addresses, trees, photos, voice notes, and reports. They cannot capture, edit, generate, share, or delete.

Can the same email belong to two accounts? No. Email is the unique identifier. If your team uses a shared inbox, each teammate needs their own account on their own email — and you invite each individually.

What happens to a member's captured trees if I remove them? The trees stay in the org. The "captured by" attribution still shows their name. Removing a member is purely an access change, not a data deletion.

How do I transfer ownership of an org? Promote the new owner to Admin first, then have the previous owner demote themselves to Member or leave the org. The org itself doesn't change — it's just a membership reshuffle.

Can I rename my organization? Yes — Settings → Organization → edit the name. The new name appears on every future report's cover page and on every share-link landing page. Past reports keep the name they were generated under.

Related

• Customers and Sites — the data your team will be working in once they're invited
• Sharing Reports — how white-labeled share links use your org name and logo
• Getting Started — the first-run flow for any new team member after they accept an invite