Invite your team
Everyone gets their own login. Shared accounts make timesheets and history meaningless, so the app is built around one person, one account, and there’s no charge per seat on any plan.
Team lives under Settings → Company → Team & roles. The page lists members and pending invitations, and has an Invite button and a link to the Crew setup guide, a printable one-pager for exactly this.
Who gets what
Two things decide what a person can do: their role and their membership. The roles that ship ready to use:
| Role | Built for | Where they sign in |
|---|---|---|
| Estimator | Quoting: customers, properties, estimates | Web |
| Crew Lead | Running crews: schedule, complete jobs, approve time | Web and mobile |
| Mobile Crew | The field: assigned jobs, clock in and out, photos | Mobile app only |
| Accountant | Keeping the books | Web |
Membership is coarser: Admin can manage the team and settings; Member gets whatever their role allows. Ownership isn’t invited. It’s transferred, and there’s one owner. The full picture is in Team & roles.
Inviting someone
Invite
Press Invite. The dialog has three tabs: Single, Bulk and Tracked.
Pick a role
Role is required. Roles that only work on the phone carry a Mobile only badge, and the dialog nudges you towards text delivery for them, because crews usually don’t have email.
Choose how it reaches them
- Email it: they get a one-time link to set up their account.
- Send SMS: the link is texted to their phone from your company’s number. Needs text messaging set up under Integrations.
- I’ll text it: the app creates a one-time link and a username (like
jose-fernandez) and shows you both. Text them yourself. Built for crew with no email.
Invite language sends the email or text in English or Spanish.
Send invite
Bulk takes a pasted list of emails, one role for all of them. Duplicates and existing members are skipped.
Pending invitations show on the Team page with Resend invitation and Revoke invitation. A link that’s used, or expired, stops working.
Tracked employees are different
The Tracked tab, Add a tracked employee, puts someone on the roster with no login at all. They can be assigned to jobs and their hours appear on timesheets, because the crew lead clocks in and out for them. The roster shows them as No app access.
A tracked employee can’t be given a login later by changing a setting. If they need the app, send them a real invitation. This is the usual reason “they can sign in on the web but not on the phone” turns out to be “they were never invited”.
What the crew sees
A Mobile only role gets the store buttons on the accept page and installs the LawnLedger Crew mobile app (App Store , Google Play ). The Crew mobile app button on this page has the same links, ready to forward. The username from the invite is what they sign in with, plus the password they set. If they open the web app instead, they see a screen that says Mobile app only and points them to the phone. Install and sign in covers the phone side.
Tips
- Only the lead needs the app. One Crew Lead can clock a whole crew in and out; the rest can be tracked employees.
- Set an hourly rate on each member, under Edit. It’s optional, and it’s what makes job costing true.
- Put crew on a crew team (Manage teams on the member’s edit dialog). Reports and analytics group by it.
Troubleshooting
The invite email never arrived. Check spam, then Resend invitation. For a crew member, switch to Send SMS or I’ll text it.
They set a password but can’t sign in on the phone. Confirm they were invited, not added as tracked. And confirm the role: a web-only role has nothing to show in the crew app.
Related
- Team & roles for permissions and custom roles
- Install and sign in
- Mobile crew app