Team Members & Seats

The Manage Team Members page is where you add people to Rotor, control what they can see, and manage how many seats you’re paying for. Everything happens on one page — you no longer need to contact support to change your seat count.

Team management is available on the desktop and web app only. Once added, team members can use both web and mobile.

Go to Settings → Team.

Understand Seats

The seat counter at the top right shows how many seats you’re using out of your total — for example, 7/12, 5 open.

A seat is used by:

• Every active team member

• Every pending invitation that hasn’t been accepted or cancelled yet

Pending invites count against your seats. If you’re out of seats, cancel any invitations you no longer need before adding more.

Members in the Inactive tab do not use a seat.

Add Seats

1. Click + Seats in the top right.

2. Use the + and – buttons to set your total number of additional seats.

3. Review the summary — it shows the seats included with your plan, your new total, how many are in use, and the cost.

4. Click Confirm.

Additional seats are $12.00 per seat, per month. You’re charged a prorated amount right away for the rest of your current billing period, and the shown amount is added to your recurring bill going forward.

Remove Seats

Open + Seats and lower the seat count using the – button, then Confirm.

You can only reduce down to the number of seats currently in use. To free up a seat first, cancel a pending invitation or deactivate a team member.

Invite a Team Member

1. Click Send Invitation.

2. Enter the person’s email address.

3. Choose a Role.

4. Turn on one or more Team Positions.

5. Click Send Invitation.

The invite is emailed to them and expires after 7 days. Invites sometimes land in the promotions or spam folder. Once accepted, they set a password and can sign in on web and mobile.

Roles

• Admin — can manage team members and company settings.

• Member — standard access; can only view data assigned to them.

The Owner role belongs to the account creator and can’t be assigned from this page.

Team Positions

Positions set the default permissions applied when the invitation is accepted. A person can hold more than one.

• Technician — field work: assigned visits, job details, checklists

• Salesman — selling: leads, quotes, their own customers

• Office — back office: scheduling, dispatch, billing

Manage Pending Invitations

Open the Pending tab to see everyone who’s been invited but hasn’t joined yet, along with their role, position, who invited them, and the expiry date.

• Resend Email — sends the invitation again

• Cancel — withdraws the invitation and frees up the seat

Manage Active Members

On the Active tab you can:

• Change someone’s Role from the dropdown in their row

• Set their Color, used to identify them on the schedule and map

• Open their full profile with the open icon

• Use the ⋮ menu for more actions, including deactivating a member

Deactivated people move to the Inactive tab, lose access to Rotor, and release their seat. Their history and past work stay in your account.

FAQ

Do pending invitations use a seat?

Yes. Cancel any invites you don’t need to free up seats.

When am I charged for a new seat?

Immediately — a prorated amount for the remainder of your current billing period. The full amount then appears on your next bill.

What happens if I remove a team member?

Their seat frees up, but your seat count and bill stay the same until you also remove the seat under + Seats.

What does the Manage Roles button do?

It’s reserved for custom roles, which are coming soon. It isn’t active yet.

Have additional questions? Our team is ready to help you succeed. Contact us through the chat or drop us an email at support@getrotor.com.