Invite team members to help administer your community or provider account on Navigatr. This guide walks through sending an invite, choosing the right permission level, managing admin seat limits, and understanding the status of each invitation.
Inviting an admin
Follow these steps to invite a team member as an administrator:
Log in to your community or provider admin account.
Open the admin control panel.
Under Manage, select Admins.
You’ll see a list of current administrators and any pending invitations.
Select Invite to add a new team member.
Enter the team member’s email address.
If you’re a community admin, choose a permission level:
Community Administrator: Has the same rights as you across the whole community.
Provider Administrator: Manages a specific provider only. You’ll be prompted to select which provider before you send the invite. Provider administrators can be assigned to additional providers once they’ve created their Navigatr account.
Select Send.
Your team member will receive an email invitation with a link to join your community or provider account as an admin.
What happens next depends on whether they already have a Navigatr account. If they do, the role is granted straight away: they will not appear in the pending list and there is nothing to accept, and they get an email confirming they are now an administrator. If they were already signed in, they may need to sign out and back in before the Admin option appears. If they do not have an account yet, their details stay in the pending list until they accept the invitation.
To resend or cancel a pending invite, select the menu to the right of the team member’s name in the pending list.
What each admin role can do
An administrator’s authority comes from two things together: the role they hold, and the community or provider they were added to. A role on its own grants nothing, and neither does being a learner member of your organisation. See Managing Your Team for how membership and administration sit alongside each other.
Community Administrator: Their reach covers the community and every provider inside it. They can add, edit and remove providers in the community, publish those providers’ badges, and create and manage their activities. They cannot create a new community, and they cannot change a provider’s settings.
Provider Administrator: Their reach stops at the providers they were added to. They can edit those providers, publish their badges, and create and manage their activities. They cannot add or remove a provider, and they cannot change a provider’s settings. Publishing a provider’s badges also needs that provider to be verified, which a community administrator does not.
Platform administrator: Our own role at Navigatr. It is not tied to one community or provider, and it can reach provider settings that your own administrators cannot.
You cannot become a platform administrator, and there is nothing to apply for: we set that role ourselves, for our own team. Where a setting is ours to change, the Permissions panel in a provider’s settings says so and asks you to contact the Navigatr team.
Admin seat limits
Your plan includes a set number of admin seats. You’ll see a counter in the top right of the Admins page showing how many seats you’ve used (for example, 3 out of 5 admin seats). When you’ve reached your plan limit, the Invite button still works. Selecting it opens a dialog telling you that you’ve used all your admin seats, with Got it to close it and Buy a seat to open the Subscription page. That dialog also suggests switching an existing admin for someone new, using the options icon next to an admin, which does not need a new seat. Navigatr platform administrators do not see this dialog.
Pending invites count toward your seat limit too. If you’ve sent invitations that haven’t been accepted yet, those seats are reserved. If you are a community administrator, this counter tracks community administrator seats only, and provider administrators you invite are counted against that provider’s own plan. The Invite button is shared, though, so once your community administrator seats are full you will need to free one up or buy a seat before you can send any invitation. To free up a seat, or to bring someone new in without one, you can:
Wait for a pending invite to be accepted or to expire.
Withdraw a pending invite from the pending list.
Remove an existing admin who no longer needs access.
Upgrade your plan to add more seats.
Switch an existing admin for the person you want to bring in. This removes one administrator and adds another in the same step, so it needs no spare seat and creates no invitation. See Managing Your Team for the steps.
Invitation statuses
Each invitation in the pending list shows a status so you can see what’s happening:
Active: The invitation has been sent and is waiting for the recipient to accept. Active invites expire automatically after 3 months if they aren’t accepted.
Expired: The recipient didn’t respond within 3 months. You’ll need to send a new invitation if you still want them to join.
Failed: We couldn’t deliver the invitation to that email address. Double-check the address for typos and try again.
Complained: The recipient marked the invitation as spam. Reach out to them directly before resending.
Tip: For further assistance with team management, contact [email protected].