Every person who works in DivePilot has their own account. You invite them from the Users page, they set a password from the invitation email, and they are signed in straight away.
Send the invitation
- Open Users under Management in the sidebar and press Add user.
- Enter the First name, Last name and Email. You cannot change the email address afterwards, but the person can in Edit profile.
- Choose a Role label. This is the name shown next to the person, for example Instructor or Owner. Pick a suggestion or write your own. It does not affect what they can do.
- Pick the Language the invitation email and the app should use for them.
- Optionally tick one or more Roles: Instructor, Divemaster or Office. These decide what the person can be scheduled for. With none ticked, they can be scheduled for anything.
- Press Next to choose permissions, or Send invite if the permissions step is not offered to you. In that case the person gets the permissions of the Staff preset.
Choose what they can do
The permission list starts with the permissions of the Staff preset ticked: the front desk set of guests, bookings, trips, rentals and the schedule, with no settings except the Registration tab and no account access. To start from a different set, pick one under Apply preset:
| Preset | Meant for |
|---|---|
| Admin | Everything, including the subscription and deleting the account |
| Manager | Everything except handing out permissions, the subscription, deleting the account and closing a pay period |
| Staff | Front desk: guests, bookings, trips, rentals, schedule |
| Boat master | A divemaster who also manages groups, seating and the guest list on their trips |
| Instructor | A divemaster who also runs their own courses and awards certifications |
| Divemaster | Their own trips, schedule and pay, plus guest lists, waiver checks and rentals |
A preset only prefills the checkboxes. You can tick and untick anything before you send, and changing the preset later does not change the people you already invited. Permissions ending in "own" limit the person to the trips, courses, schedule or pay they are assigned to, instead of the whole dive center.
When you are happy, press Send invite.
Note: A permission change shows in the person's menu and buttons once they reload the page or sign out and back in. A permission you remove can keep working for up to 15 minutes.
What your colleague receives
They get an email titled with your dive center's name followed by "invited you to DivePilot", with an Accept invitation button. The link works for 48 hours. On the page it opens they set a password of at least 8 characters with a capital letter, a lower-case letter, a number and a special character, and are then signed in and taken to the dashboard.
Pending invitations, resending and removing
- Until the password is set, the person shows a Pending badge on the Users page.
- If the email did not arrive or the link has expired, press the Resend invite icon on their row. A new link is sent and the old one stops working. See An invitation link has expired.
- To take an invitation back, delete the user from their row. They move to the Archived tab and can be restored from there.
A dive center can have up to 20 users who are not archived, and an email address can belong to only one user in all of DivePilot, even after that user is archived.
Role label, roles and permissions
These three are easy to mix up:
- The role label is just the text shown next to the name.
- Roles decide what someone can be scheduled for.
- Permissions decide what they can see and do in the app.
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