How to Invite Users to ITM Platform

How to Invite Users to ITM Platform

ITM Platform incorporates an access control mechanism, allowing administrators and users with specific permissions to extend invitations to external individuals to join ITM Platform as Team Members. This feature is a central component of the system’s flexibility, promoting collaboration and efficient project management.

Below is a detailed description of how this feature works.

User Invitation Functionality

The user invitation functionality can be accessed via various entry points within the ITM Platform interface: 

  • The main menu, “shortcuts”:


  • The user list: 


Invitation Delivery and Acceptance

Upon dispatching an invitation, an automated email is sent to the invitee’s email address. To become an active Team Member, the invitee must accept the invitation and complete a short form that captures the necessary information for their profile.

The user invitation process has been streamlined to minimize input required from the inviter and ensure quick integration of new Team Members.

From then on, these newly added team members are eligible to be assigned to various projects where they can contribute towards achieving the project’s goals.

Notification System

ITM Platform is integrated with a real-time notification system, which informs the inviter once the invitee has accepted the invitation and completed the form, thus formally joining the platform as a Team Member.

This serves as a confirmation that the invitation has been successfully received and accepted, allowing the inviter to plan and allocate resources accordingly.

Limitless Team Member Addition

Companies using the free Team Members tier have the liberty to invite and add an unlimited number of Team Members, offering scalability and flexibility to meet the dynamic needs of an organization.

Strategic Benefits of Team Members

Incorporating Team Members into ITM Platform broadens various facets of project management. These facets are integral for the successful execution of projects and encompass key areas like work execution, time management, and progress reporting. This article delves into these benefits in more detail.

Deactivating the Invite Option

By default, the invitation feature is enabled on ITM Platform. However, for companies that want more control over the feature, it is possible to disable it on CONFIGURATION > ORGANIZATION > Company Settings > Unmark the ‘Enable Invites’ option.


Once the feature is disabled, users who log into the system will not see the option to invite others. 

This feature can be particularly useful for organizations that want to control the pace at which they add new team members or manage who can extend invitations.

What can no-login users do?

What can no-login users do?

ITM Platform allows creating users who do not consume licenses, enabling you to plan and manage your efforts and costs and manage the user as a resource. These users are called no-login. You can create as many non-login users as you need without any limitations.

To do this, you will only have to select the no-login option at the time of user creation.

You can then add this user as a team member in a specific project and estimate the effort to be put into each task.

As well as reporting hours for the user:

Subsequently, you can analyze the hours assigned to this resource and know its profitability through custom reports and in the Resources section of the Management menu. No-login users will not be able to access the ITM Platform environment.

Licenses and roles

Licenses and Roles




 Licensing Model

When you acquire an ITM Platform solution, you obtain a series of licenses which grant you access to the different functionalities during your contracted time period.

ITM Platform offers different types of licenses:

    • Manager licenses (see pricing)
      • Full Access: Users can access all features.
      • Project Manager: Users can access all project features, including portfolio view narrowed down to projects, and create custom reports.
    • Team Member licenses (free)
      • Team Member: Users can access tasks they are assigned to, timesheets and collaboration panel.
      • Task Manager: In addition, these users can add task progress reports
      • Project Guest: Users can access the ¨General¨ tab of their respective project, collaboration panel, and documents they have explicitly been assigned to.
    • No-login (free): Users cannot access the system but can be referred to as a resource, including estimated and accepted hours.


Users will have access to features of ITM Platform that are set according to their roles (see image below). Each license has one role by default. Configuring roles and creating custom roles can only be done by an ITM Platform Administrator.

Role Configuration

ITM Platform has a flexible mechanism for the configuration of permissions based on user roles. The licenses determine access to different functionalities and the roles are based on the licenses to configure a series of specific user permissions.To configure a role, first you must go to the ORGANIZATION tab. Next, click on “Role Definition” and add a new role.

You can assign and remove permissions for each role. There are no limits to the number of roles that can be created. A user may have more than one role assigned, in which case the permissions for each role are combined. See Create users to learn how to assign roles.

Common User Scenarios

  • A user needs to access only to dashboards. This will require a custom role to be created which can only be done with a Full Access license. Unselect all other features and leave access only to the dashboard feature.
  • A Project Managers is not allowed to access the “Budget” section of their projects. This will require a custom role to be created which can be done with a Full Access or Project Manager license. Proceed to remove access to the budget feature from the custom role.
  • External users are allowed to access some parts of the project with no access to the timesheet. This will require a custom role to be created which can be done with a Team Member License. Proceed to remove access to the timesheet feature from the custom role.
  • A procurement manager within the company needs access to the purchases feature but not to projects. This will require a custom role to be created which can be done with a Full Access license while leaving the purchases and providers features active and removing access to all other features.
  • Users created in Jira have to be synchronized with ITM Platform. They will need no-login licenses to synchronize tasks and time reports.