Asset Invitations

Share asset access with external users through invitation links and permission controls

Asset Invitations

Asset invitations allow you to share access to specific assets with external users or team members who do not have a full account. Send an invitation by email, set the permission level, and track the invitation status from a central management page.

Accessing Asset Invitations

Asset invitations can be managed from:

• The Asset Invitations page (accessible from /asset-invitations)
• Individual asset detail pages, where you can send invitations for that specific asset

Sending an Asset Invitation

1. Navigate to the asset you want to share, or use the Asset Invitations page.

2. Create an invitation with the following details:

   • Email -- The email address of the person you want to share with
   • Asset -- The specific asset to share (pre-selected if coming from an asset page)
   • Permission Level -- Choose the access level:
     • View -- Read-only access to the asset's information
     • Edit -- Can view and update asset details
     • Manage -- Full access including sub-resource management
   • Message (Optional) -- A personal note included in the invitation email
   • Expiry Date (Optional) -- When the invitation link should expire

3. Send -- The system sends an email to the recipient with a link to accept the invitation.

Invitation Status

Each invitation progresses through one of these statuses:

Managing Invitations

Stats Cards

The top of the Asset Invitations page shows six summary cards:

• Total -- All invitations sent
• Pending -- Awaiting response
• Accepted -- Successfully granted access
• Declined -- Rejected by recipient
• Expired -- Past their expiry date
• Cancelled -- Revoked by sender

Filtering

Use the toolbar to filter the invitations table:

• Search -- Find invitations by email address or asset name
• Filter by status -- Show only Pending, Accepted, Declined, Expired, or Cancelled invitations
• Filter by permission -- Show only View, Edit, or Manage permission levels

Invitation Actions

For each invitation, you can:

• View Details -- See the full invitation information
• Resend Invitation -- Re-send the email for pending invitations
• Cancel Invitation -- Revoke a pending invitation before it is accepted

Invitation Table Columns

Permission Levels

Use Cases

• External mechanics -- Share asset details with a repair shop so they can view vehicle specifications
• Insurance companies -- Grant view access to asset documentation for claims processing
• Temporary contractors -- Give time-limited access to assets they are working on
• Partner organizations -- Share fleet data with logistics partners

Best Practices

• Use the minimum permission level necessary for the recipient's needs
• Set expiry dates for invitations that should be temporary
• Review pending invitations periodically and cancel any that are no longer needed
• Use the message field to explain why the invitation is being sent
• Monitor accepted invitations to track who has access to your assets
• Cancel invitations immediately if they were sent to the wrong email address

Related Links

• Managing Assets -- The assets that can be shared
• Roles and Permissions -- Internal role-based access
• User Management -- For full team member access instead of asset-level sharing