NaviaCAIR

For caregivers · Guide 1

Accepting an invitation

Someone has asked you to help with their care record. This walks you from the email to the moment you can see what they chose to share — and explains exactly what your access does and doesn't include.

About 10 minutes, most of it waiting for an activation email You'll need: the invitation email

Before you begin

Nothing is shared until you accept. The invitation is an offer. No care record opens to you, and nothing appears in your account, until you press the accept button in step 5.
The email itself contains no medical information. It names the person who invited you and gives you a link — no patient name, no conditions, no medications, no documents. The same is true of the invitation page before you accept: it shows who invited you, a masked version of the invited email address, your access level and when the invitation expires. Nothing else.
Don't forward the invitation link. The link carries a one-time token. Accepting also requires signing in with the invited email address, so a forwarded link won't hand your access to someone else — but the link is still credential material, so treat it like a password and don't paste it into chats, tickets or screenshots.
Invitations expire. The invitation page shows the expiry date. If you miss it, the person who invited you can send a new one.

Read this before you create an account

If you don't have a NaviaCAIR account yet, the signup form asks “How will you use NaviaCAIR?” When you arrive from an invitation link, it is already set to “I'm helping a family member or friend (caregiver)”. In almost every case you should leave it there.

The choice matters for a practical reason. A patient account is created with its own care record, and that record counts against the number of records your plan lets you hold. On an entry-level plan that allowance can be a single record — so a patient account can arrive at the invitation already full and be turned away with a message about reaching your plan's limit. A caregiver account starts with no record of its own, which leaves room for the one you're being invited to.

You can change the selection on the signup form, before you submit it.
Afterwards you cannot change it yourself. There is no setting for it in the app; switching an existing account's type requires an administrator. Choose deliberately.
Accepting an invitation does not require any particular account type — but the plan-allowance effect above is real, so the caregiver default is the path of least resistance.

Deciding between the two, or want the full signup walkthrough? See Patient or caregiver — which account is which and Setting up your account.

Step by step

Open the invitation email

The subject line is “You've been invited to help with a NaviaCAIR care record.” It names the person who invited you and carries one link. If it isn't in your inbox, check spam.

From: NaviaCAIR

Subject: You've been invited to help with a NaviaCAIR care record

Alex Rivera invited you to collaborate on a care record in NaviaCAIR, an AI-powered personal health advocate.

To accept, open the link below and sign in — or create an account — using THIS email address. You'll see the details only after you accept:

https://app.naviacair.com/invite?invite_token=xxxxxxxxxxxxxxxxxxxxxxxx

The invitation expires automatically and can be revoked by the sender.

A stylized version of the email. The token is redacted here — yours will be a long random string.

Open the link. It takes you to app.naviacair.com. The token is removed from your browser's address bar as soon as the page loads, so it doesn't linger in your history — you don't need to do anything about that yourself.

If the page says the invitation can't be found or has expired, skip to If the invitation doesn't work.

Check the invitation page

Before you accept — and whether or not you're signed in — the page shows only this much:

You're invited to help with a care record

Alex Rivera invited n•••@e•••.com to help with a NaviaCAIR care record. Details are shown only after you accept.

caregiver as adult child · expires 2026-08-19

Accept invitation

Who invited you, a masked email hint, your access level, your stated relationship, and the expiry date.

The masked email hint tells you which address the invitation was sent to without spelling it out. You'll need to be signed in with that address to accept.

Sign in, or create an account

If you're signed out, the page offers Sign in and Create an account. Either way, use the address the invitation was sent to.

Already have a NaviaCAIR account? Sign in normally. You'll be returned to the invitation automatically — the link is remembered across the trip, so you don't need to re-open the email.
New to NaviaCAIR? Choose Create an account. Re-read the account-type note above first. Signup verifies your email, and new accounts are reviewed before activation, so expect a wait and a second email telling you the account is ready. The full walkthrough is in Setting up your account.

Once you're signed in, you're taken back to the invitation with the accept button live.

Press “Accept invitation”

One press. If the account you're signed in with matches the invited address, the record is added to your account and you'll see a confirmation:

Invitation accepted

You now have access to this care record. You can find it in your patient selector at the top of the app.

Open the care record

The confirmation you should see. If you'd already accepted, it reads “Already accepted” instead — that's not an error.

Accepting joins you to the record that already exists. It does not create a second copy of the person, and it doesn't change their profile or anyone else's access.

Got a message instead of a confirmation? Every one of them is listed, with what to do about it, in If the invitation doesn't work.

Open the shared record

From now on the person you're helping appears in the patient selector at the top of the app. If you help more than one person, that selector is how you move between them — everything below it (records, care plan, chat) follows whoever is selected.

What you can do inside the record depends on the access level you were given. That's the next section.

What your access level allows

Two different things: your relationship, and your access level

The invitation records how you're related to the person (adult child, spouse, friend, professional, and so on) and, separately, your access level. The relationship is a label — it's there so everyone can see who is who. The access level is what the app actually enforces.

When access comes from an invitation, the level sets the whole permission set; individual permissions aren't dialled in separately at invite time. The person who owns the record can change your level, or withdraw it, at any time.

Access levels that can be granted through an invitation. “Original documents” means the uploaded files and their raw text — see below.
Access level	What it allows	Original documents
Caregiver	View the care record, add records, chat with the CAIR Agent, and export. Cannot delete records or manage who else has access.	Yes
Guardian	Everything a caregiver can do, plus managing who else has access. Cannot delete records.	Yes
Advocate	View the care summary and chat with the CAIR Agent. Cannot add records, cannot export, cannot delete, cannot manage access.	No
Viewer	Read-only view of the care summary. Nothing else.	No

If you don't have access to original documents

Advocate and viewer are deliberately limited: they can follow the care picture without reading the source records behind it. Open a record at one of those levels and, instead of the document, you'll see:

Raw uploaded records are not visible with your current access level.

The record's summary is shown underneath, when one exists.

What a limited access level sees in place of an original document.

The summary stays available — it's the sanitized version. What's withheld is the uploaded file itself and the raw text taken from it. Exporting the care plan also needs original-document access, so advocates and viewers can't export.

None of this is a judgement about you. It's how the person you're helping can bring in a coordinator, an advocate, or a second pair of eyes without handing over their whole file.

If the invitation doesn't work

Expired

“This invitation has expired.”

Invitations don't last indefinitely. Ask the person who invited you to send a new one — they can reissue it to the same address, which replaces the old invitation with a fresh link. The old link stops working at that point, so use the newest email.

Not found

“Invitation not found” or “This invitation link is not valid.”

Usually a truncated link — email clients sometimes break long URLs across lines. Copy the whole link and paste it into your browser's address bar. If it still fails, the invitation was probably reissued: check for a newer email, or ask for a fresh link.

Already used

“This invitation has already been accepted.”

If you accepted it, there's nothing to fix — sign in and look for the person in the patient selector at the top of the app. If you don't recognise the acceptance, tell the person who invited you: they can see the invitation's status and revoke access.

Revoked

“This invitation was revoked by the sender.”

The person who invited you withdrew it before you accepted. Ask them to invite you again if that wasn't intended.

Wrong account

“This invitation was sent to a different email address.”

You're signed in as someone else — easy to do if you have a personal and a work account. The message includes a masked hint of the right address. Sign out, then sign back in with the address the invitation was sent to, and open the link again. If you no longer use that address, ask for the invitation to be reissued to your current one.

Plan limit

A message about reaching your plan's limit on records

Your account is already holding as many records as its plan allows — most often because it was created as a patient account, which comes with a record of its own. See the account-type note above. Options are to free up a record you no longer need, move to a plan that covers more people, or — if the account is brand new and empty — ask support about correcting its type.

You own it

“You already own this record — nothing to accept.”

The invitation points at a record that is already yours. Nothing to do — open it from the patient selector.

Access ended

The record disappeared after you had it

Access can be withdrawn at any time by the person who owns the record, and it disappears from your patient selector when it is. A new invitation won't restore it once you have an account — ask them to grant you access directly from their care team instead.

Still stuck?

Troubleshooting covers problems across the rest of the app — sign-in trouble, portals that won't connect, missing records. If none of it fits, contact us through the contact page — and see what to include below.

Privacy, and what to send us

Your access belongs to them, not to you

You see what the person you're helping chose to share, at the level they chose. They can change that level or withdraw it whenever they like, without warning — that's the point of the design, not a fault in it.
Accepting one invitation gives you access to that one record. It doesn't connect you to anyone else, and it doesn't make your own information visible to them.

If you contact support

Please don't send us:

Your password, or any invitation link or token.
Screenshots showing medical details, or the contents of a record.
The patient's name, diagnoses, medications or documents.

What actually helps us, and is safe to send:

The email address you're signing in with.
The exact wording of the message on screen.
Roughly when it happened, and what you'd just pressed.
Your browser and device — “Safari on an iPhone”, for example.

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