Your team

This is separate from inviting helpers. A helper joins a single run from a link and has no account. The people here sign in as themselves and stay.

The three roles

Coordinator — plans runs, runs setups, signs off, reads reports. The normal role for anyone who runs a setup.

Administrator — everything a coordinator can do, plus managing the team and the organization’s settings. Includes resetting someone’s two-factor, so you want at least two. One administrator who loses their authenticator device is a bad afternoon.

Zone lead — a scoped account. They see the full roster but can only start, complete, confirm or resolve work inside the zones you assign them, per run. Right for someone who runs the same area every time and needs it across runs.

Note that “zone lead” here means an account. There are two other things with that name, and mixing them up is common — who leads a zone untangles all three.

Inviting someone

Enter their email, pick the role, send. They get a link, sign in with their own email, and see only your organization.

The invitation link is shown once. Copy it when it appears; it isn’t displayed again. If you lose it, revoke that invitation and send another.

You’ll see everyone you’ve invited and where they stand: waiting to be accepted, joined, revoked, or expired.

Revoking

Revoking stops an invitation being accepted. Immediate.

It does not remove someone who already joined — that’s a separate action on the person, not the invitation.

Assigning zones to a zone lead

Once a zone lead account has joined, choose which zones they can act in. Per run, because the areas a person covers change from one run to the next.

Without an assignment they can see, but not act.

Sign-in requirements

An administrator can require two-factor authentication for everyone in the organization. Anyone who hasn’t set it up is asked to before continuing.

Worth turning on if your reports go to clients or your runs cover spaces you don’t own. Worth thinking twice about if half your coordinators are volunteers who’ll hit it at 6am on a phone — the right answer depends on who’s actually signing in, not on what sounds most secure.

Resetting someone’s two-factor

An administrator can reset it for someone who’s lost their device. They set it up again from scratch next time they sign in.

This is the single reason to have a second administrator, and it’s the kind of thing you only discover you needed at the worst possible moment.

Someone leaving

Remove their membership. They lose access to the organization immediately.

Work they did stays on the record. Their name remains on the tasks they completed and the reports they signed — those are facts about runs that happened, and removing someone from your team doesn’t unhappen them.