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Add a user

Invite a team member and check available user seats.

On this page

Adding a New User

To create a new regular user (Admin, Consultant, or Coordinator):

  1. Click the User button (with plus icon) in the top right corner

  2. If you’ve reached your seat limit, you’ll see a modal explaining your options

  3. A drawer will open on the right side of the screen

  4. Fill in the required information:

    • Full name: The user’s complete name
    • Job title: Their position in your organization
    • Role: Select Admin, Consultant, or Coordinator
    • Phone: Their contact number (optional but recommended)
    • Email: Their email address (will be their login username)
    • Commission (%): Their commission percentage for proposal calculations
    • User colour: Select a color to identify them in the planner and calendar views
    • Can have customers: Check if this user should appear in consultant assignment dropdowns
    • Can view costs: Check if this user should see financial data in proposals
    • Account enabled: Check to make the account active immediately

  5. Click Save to create the user

What Happens Next:

  • If the account is enabled, the user receives a welcome email containing a six-digit sign-in code
  • The user opens the Neptune sign-in page and enters their email address and code
  • The user appears in the users table
  • They can sign in to the web app without creating a password

The welcome code expires after 10 minutes and can only be used once. If it expires, the user can request a new code from the sign-in screen.

User Seats and Plan Limits

Neptune plans include a specific number of user seats based on your subscription tier. The Users page displays your current seat usage at the top:

Seat Usage Display:

  • Regular Users: Shows used/total seats (e.g., “5/10”)
  • Contractors: Shows used/total contractor seats (if applicable to your plan)
  • Limit Reached: Red warning when you’ve used all available seats

Seat Types:

  1. Regular User Seats: Count towards your plan limit

    • Applies to: Admin, Consultant, and Coordinator roles
    • Counted when the user account is active

  2. Contractor Seats: Separate allocation for contractors

    • Only available on certain plans
    • Contractors can only access the mobile app, not the web application

What Happens When Seats Are Full:

  • The “Add User” or “Add Contractor” button will be disabled
  • Clicking the button shows a modal explaining your current usage and upgrade options
  • You must either disable an existing user or upgrade your plan to add new users