A shared warranty spreadsheet always ends the same way: the person who kept it leaves, and the memory leaves with them. Keept is built to avoid that. Everything lives in a shared organisation, to which you invite colleagues with roles that fit. Here’s how.
Inviting a member
Invitations follow a simple path: you send an email invitation, the person creates an account with that same address, and they automatically join your organisation.
The form is just two fields: the email address and the role. You can invite a Member or an Administrator (the owner role isn’t assigned by invitation).
One important point: the address matters. The person must create their account with the exact invited address to join the organisation. Only owners and administrators can invite.
The three roles
Keept has three levels of access. Give each person just what they need.
| Role | Can manage items | Can invite & manage the team | Billing & organisation |
|---|---|---|---|
| Owner | Yes | Yes | Yes |
| Administrator | Yes | Yes | Yes |
| Member | Yes | No | No |
In practice: members add and update items day to day; administrators also manage the team and the subscription; the owner is the account that created the organisation.
Tracking pending invitations
Until a person creates their account, their invitation stays “pending”. A dedicated table lists them, with their expiry date.
| Role | Expires on | ||
|---|---|---|---|
| [email protected] | Member | 18 Jul 2026 | Revoke |
| [email protected] | Admin | Expired | Revoke |
Two things to remember: an invitation expires after 14 days (re-invite the same address to renew it), and a pending invitation already counts toward your user quota. You can revoke an invitation at any time.
Organising by site
Items can be attached to a site (a warehouse, a branch, a job site). Each site has a name and, if needed, an address. The Location field then appears on the item record, and a site filter is added to the list — perfect for knowing what’s covered, and where.
Managing multiple sites (multi-site) is reserved for the Business plan. Other plans handle a single site, which is plenty for most uses.
Which plan for which team?
Every feature is included in each plan — only the quotas change. Here are the item, user and site limits:
| Plan | Items | Users | Sites |
|---|---|---|---|
| Free | 3 | 2 | 1 |
| Personal | 40 | 2 | 1 |
| Pro | 150 | 6 | 1 |
| Business | 1,000 | 20 | Unlimited |
The free plan is permanent and needs no credit card. You can upgrade or downgrade whenever you like; details and prices are on the pricing page.
In short
Invite your colleagues, give each the right role, attach your items to their sites, and warranty memory stops being fragile: it becomes a shared asset that outlives departures. No items yet? Start by creating your first record.