Account & Settings
Inviting your team
How to invite people to your Crown workspace, what each role can do, and how invitations, seats, and role changes work.
Crown is built for a team: the person running the batch, the person signing off the release, and the person who only ever needs to look something up. Each gets their own sign-in, and every record carries who did what.
Team management lives in the Admin area, on the Users tab.
The three roles
| Role | What they can do |
|---|---|
| Admin | Everything, including the Admin area: the team, billing, company settings, and lot-code format. |
| Member | The day-to-day work — batches, receiving, monitoring, quality records — but no Admin area. |
| Viewer | Read and export everything. Cannot record or change anything. |
Most operations need only two of these. Give people Member by default and keep Admin to whoever owns billing and company setup; an Admin account is the one that can change what everyone else sees.
Inviting someone
- Open the Users tab
Go to the Admin area and open Users.
- Enter their email and pick a role
Enter the email address they'll sign in with, and choose Admin, Member, or Viewer. You can change the role later.
- Send the invitation
Crown emails them a link. They set up their own sign-in from it — you never handle a password, because Crown doesn't use one.
Pending invitations appear on the same page alongside your active members, with Resend and Revoke beside each one.
Seats
Your plan sets how many people can be in the workspace, and pending invitations count against that — a seat is reserved the moment you invite someone, not when they accept. The Users tab shows how many seats you have left, and the invite form is replaced with an explanation when you're at the limit.
If you need more seats, that's a plan change; see Billing and subscription.
Invitations follow themselves up
An invitation is valid for a limited window, and Crown chases it for you rather than letting it lapse in silence:
- As the invitation nears expiry, the invitee gets a nudge.
- Shortly before it expires, they get a final reminder.
- Once it has expired, every admin is told — naming the seat that invitation is still holding, so you can revoke it and get the seat back.
Selecting Resend extends the invitation and restarts that sequence, so a manual resend gives the person a fresh window rather than a link that's about to die.
Changing a role or removing someone
Both are done from the member's row on the Users tab. Changing a role takes effect the next time that person loads a page; removing someone revokes their access immediately.
Removing someone doesn't remove their work. Every batch they ran, check they recorded, and signature they gave stays exactly where it is — that's the point of an audit trail, and it's what an inspector expects to see. See Reading the audit trail.
What's next
Each person controls their own alerts and sign-in details. See Notifications and alerts and Your account and signing in.
Frequently asked questions
What is the difference between Admin, Member, and Viewer in Crown QMS?
An Admin can do everything, including managing the team, billing, and company settings. A Member does the day-to-day work — batches, receiving, monitoring, quality records — but can't reach the Admin area. A Viewer can read and export everything but cannot record or change anything; writes are refused at the database level, not just hidden in the interface.
Does an invitation that nobody accepts hold a seat?
Yes, while it is still pending. Crown follows up automatically — the invitee is nudged as the invitation nears expiry, and once it lapses every admin is told which seat is being held so you can revoke it.
Can I remove the only admin on the account?
No. Crown refuses to remove or demote the last admin, so a workspace can never end up with nobody able to manage it. Promote someone else to Admin first.