Share with your team

Pin Drop is better shared. Invite the people you work with so everyone is looking at the same map, then control who can see and change what.

Invite people

Open sharing from your map, add people by their work email address and send the invite. They join as soon as they accept. Each member takes a seat on your plan.

Pin Drop signs people in with an emailed link rather than a password. If someone cannot sign in it is nearly always one of two things: they used a different email from the one you invited, or the sign-in email is sitting in spam or corporate quarantine.

Prepare before you invite anyone

The teams that land Pin Drop smoothly all do the same thing: they get the workspace ready before the team arrives. Aim to have three things in place first.

• Your data imported and verified. If your locations live in a spreadsheet or internal system, import them in bulk rather than recreating pins by hand. Spot-check names, addresses and tags across regions, and resolve anything flagged in the Duplicate Pins panel (under Organise on the web app).
• A tag scheme that reads at a glance. A pin takes its colour and icon from its first tag, so decide which tag family drives colour, usually status or region and keep the ordering consistent. Turn pin labels on by default so new users can read the map without tapping anything.
• Roles defined. Decide who needs full admin control and who needs a focused, simplified app. There is more on this in sharing and permissions.

Invite in waves

Rather than inviting everyone at once, start with a small pioneer group of your heaviest users. Let them work for a week or two: they will surface setup problems while the audience is small, and they become your internal champions when the wider team arrives. Then invite everyone else, with a short heads-up from you so the invitation email does not sit in a spam folder.

Run a short, live launch

Keep the launch session to about 30 minutes: five on why (one map, one source of truth), twenty of live demo, five for questions.

• Demo a real day’s workflow. Find a location, open its pin, update its status, log a visit using real locations your team knows.
• Demo from a team-member account, not your admin view, so what you show matches what people see on their own phones.
• Have a one-line answer ready for every hidden feature. Someone will ask about a section they’ve glimpsed that you didn’t cover. “That’s an admin tool for X, you won’t need it day to day” is enough.
• Ask everyone to sign in before they leave. Adoption drops sharply when setup is left for later.

After launch

Watch the first week: who has signed in, who has not and which questions repeat. Fix data problems quickly, a wrong address or a stale status erodes trust in the whole map. A week in, round up the questions you’ve collected and answer them once, to everyone.

Individual accounts

Every Pin Drop user begins with an individual account linked to a single email address. This account lets you sign in, create and manage your own map and use Pin Drop across mobile and web. Individual accounts come in two forms, Free and Solo.

Free accounts organise places on a personal map with no limit on the number of pins or tags. You can save locations, organise them with tags and use both the app and the web. Some advanced features are visible in the interface but locked until you move to a paid plan. Free accounts cannot create or join team workspaces.

Solo unlocks the professional features for individuals using Pin Drop for work: tasks, notes, visits and routes, so real-world activity lives on the map. Solo is still an individual account, so it does not include shared workspaces or pipelines.

Because accounts are tied to one email address, anyone who wants to keep personal data separate when joining a team can keep their individual account and join the workspace with another.

Team workspaces

A team workspace lets several people collaborate inside one shared map, where locations, tasks and everything else are visible to the whole team. Data is collaborative by default: pins, tags, routes, territories, tasks and notes can be created and edited by members according to the permissions they are given. Administrators control membership and workspace settings.

Team roles

There are two primary roles inside a workspace, administrators and members.

Administrators manage the structure and access of the workspace. They invite and remove people, manage the payment method, assign roles and set permissions. They can also delete the workspace.

Members work inside it. Depending on what administrators allow, they can create, edit or delete pins, tags, territories, routes, tasks, pipelines, projects, notes, visits and comments. Most workspaces run with open collaboration, so members can work on data other people created, but administrators can restrict that where they need to. More granular controls are in development. There is more detail in sharing and permissions.

Leaving or being removed from a team

If someone leaves a workspace or is removed, the data stays. Pins, tasks, notes and everything else they created remain part of the shared map so the team is not disrupted. Attribution can be lost, though: the system may replace the identity of a removed user with an unknown account, so the original creator of an object may no longer be visible. Rejoining sometimes restores it.

User profiles

Each user has a profile carrying their name and email address, and it can show activity such as pins created, tasks assigned, visits completed or routes travelled. That gives a team a sense of how people are using the workspace. Anyone can edit their own profile.

Signing in

Signing in to the app is done with a magic link sent to your email address, and sometimes an extra verification code. Signing in to the web works through the app: the site shows a QR code, you scan it with your phone, and the session is tied to a verified device and account. The full steps are in app on web.

Want a walkthrough?

We will show you how to shape Pin Drop around how your team actually works, talk through data management and answer anything outstanding. Request a demo, or get in touch if you would like help with imports, tag design or a launch session.