How To Invite Team Members in WorkZen

If your team shares one login, you cannot tell who did what. Giving each teammate their own account means their own profile, their own history, and permissions that match their job.

Add a teammate

Go to Users in the sidebar's Company section.
Click New User.
In the Add New User dialog, enter their First Name, Last Name, and Email.
Choose a Role: Admin, Manager, Technician, or Viewer. Technician is preselected. Not sure which to pick? See roles and permissions.
Optionally pick an Identifying Color. It colors their items on the scheduler.
Click Create User.

Adding users requires the Manage Users permission, which admins have by default.

What your teammate experiences

WorkZen creates the account right away and sends your teammate an email with a link to set up their password. Until they finish, their entry in Users shows as waiting for activation. Once the password is set, they sign in with their email on the web app or the mobile apps, and they see exactly what their role allows.

Seats per plan

Every plan includes team members, with different limits:

Plan	Team members
Zen (free)	3
ZenGrow	8
ZenAI	15

When you hit your plan's limit, the New User flow tells you how many seats you are using and offers an upgrade.

Tip

Someone left the company? Open their user page and click Deactivate. They lose access immediately, their history stays, and their seat frees up for the next hire.

After they join

Set them up for success:

Assign them to jobs and visits on the scheduler.
If they track hours, turn on time tracking.
Review what their role can see and do under Settings > User Roles.

Step by step

Open Users

Go to Users in the sidebar's Company section and click New User.

Enter their details

In the Add New User dialog, fill in their First Name, Last Name, and Email, choose a Role, and optionally pick an Identifying Color.

Create the user

Click Create User. WorkZen emails your teammate a link to set up their password.

They set their password

Your teammate opens the email, sets a password, and signs in on web or the mobile app.

Frequently Asked Questions

WorkZen tells you your limit has been reached and offers an upgrade. The Zen plan includes 3 users, ZenGrow 8, and ZenAI 15. Deactivating a user frees their seat.

No. Only active users count. Reactivating a user checks the seat limit again, so free a seat or upgrade first if you are full.

Yes. Open the user from the Users page and click Change Role. The new permissions apply immediately.

It color-codes the user's items on the scheduler and calendar views, so you can tell team members apart at a glance.

Yes. The same email and password work in the WorkZen iOS and Android apps.