Before you invite anyone
This is for inviting your clients to the XBert Capture app.
To add someone to your team in XBert: 👉 Read more here: How To: Invite Team Members
XBert Capture has to be switched on for that client. They won't appear in the list until it is.
👉 Read more here: How To: Turn On XBert Capture for Your Clients
The client has to be connected to their accounting software and finished syncing.
👉 Read more here: How To: Add Client Files
Set up their payment methods. Your client has to pick one before they can send a receipt, so do this before they sign in rather than after.
👉 Read more here: How To: Configure Payment Methods for Receipt Capture
You'll need admin access, and the person's first name, last name and email address.
There's no limit on how many people you can invite.
Invite someone from XBert
This is the main route, and the one to use if you're at your desk.
In the left-hand menu, click Settings.
Under XBert Capture, click Users.
Click Invite Capture User at the top of the page.
In the Invite XBert Capture User window, choose the Client, then fill in Email Address, First Name and Last Name.
Only clients with XBert Capture switched on, connected and synced appear in the list.
Click Send Invite.
It stays greyed out until you've picked a client and filled in all three fields.
Your client is emailed an invitation with a link and a 6-digit activation code.
👉 Read more here: How To: Accept an Invitation to XBert Capture
Invite someone to more than one client
You can invite the same email address to more than one client. If they already have an active XBert Capture login, they're added to the new client straight away, with no new activation code, and get an email saying they've been added. The confirmation on screen still says Invitation sent.
The new client appears in their app the next time they sign in. If they're already signed in, ask them to tap Sign Out in Settings, then sign in again with their email address.
👉 Read more here: How To: Sign In to XBert Capture
If their first invitation is still pending (sent in the last 7 days and not activated), inviting them to another client is blocked until they've activated.
Invite someone from the app
If you're out and about with XBert Capture on your phone, you can invite someone from there instead.
Open Settings in XBert Capture.
Under Account, tap Invite Users.
In the Invite to XBert Capture sheet, choose the Client, then enter their first name, last name and email address.
Tap Send Invite.
You'll see Invitation sent. Tap Invite another to do the next one, or Done to finish.
💡 Can't see Invite Users?
That section only appears for admins. If it isn't there, you're not signed in with admin access.
⚠️ The app can only send invitations
There's no way to check who has accepted, re-invite anyone or remove a user from the app. For all of that, use the Users page in XBert.
Track who's accepted
Go to Settings > XBert Capture > Users. Your clients are listed down the left, and each person shows their Name, Email, Status, Activation Code and Last Login.
Status | What it means, and what to do |
Active | They've signed in and are using the app. Nothing to do. |
Pending | Invited, but they haven't signed in yet. If they can't find the email, ask them to open XBert Capture and sign in with the email address you invited. We'll email them a code to get in.
👉 Read more here: How To: Sign In to XBert Capture |
Expired | The invitation is more than 7 days old and no longer works. Re-invite them. |
Once someone is Active, their activation code disappears and you'll see a dash instead. It's only there while they still need it.
If the list is long, search by name, email or client at the top of the page.
Re-invite someone
On the Users page, find the person showing Expired.
Open the menu on their row and click Re-invite.
This only appears on expired rows.
They're sent a fresh link and a new code.
💡 Re-invite appears once an invitation has expired, after 7 days.
Remove someone
On the Users page, find the person.
Open the menu on their row and click Delete User.
They lose access to XBert Capture. Anything they've already sent you stays where it is.
Need help?
If you have any questions, our support team is here to help!
Reach out via the chat widget on the bottom left of your XBert screen (Help), or email us at support@xbert.io