How to Invite Team Members

This guide shows you how to invite new members to join your team.

Prerequisites

Before inviting members:

1. You must have the invites.manage permission
2. Be in the team account
3. Know the email addresses to invite

Inviting via Email

Step-by-Step

1. Navigate to Members
   • Go to your team account
   • Click Members in the sidebar
   • Or go to /home/[team]/members

2. Click Invite
   • Find the Invite Member button
   • Invitation dialog opens

3. Enter Email
   • Type the person's email address
   • Double-check for typos
4. Select Role
   • Choose the appropriate role from the dropdown
   • You can only assign roles at or below your own hierarchy level
5. Send Invitation
   • Click Send or Invite
   • Invitation email sent immediately

Inviting Multiple Members

Bulk Invite

Invite up to 5 people at once:

1. Click Invite Members
2. Add multiple email/role pairs:
   • Click "Add another" to add more invitations
   • Maximum of 5 invitations per submission
3. Each invitation gets its own email and role selection
4. No duplicate emails allowed in a single batch
5. Send invitations

Understanding Roles

Role Hierarchy

Roles have hierarchy levels. You can only invite members to roles at or below your own level.

The system checks:

• has_permission - Do you have invites.manage permission?
• has_more_elevated_role - Is your role higher than the invited role?
• has_same_role_hierarchy_level - Are you at the same level?

Available Roles

Roles are fetched dynamically based on:

• Your current role's hierarchy level
• Roles configured for your account

Common roles include:

• Admin - Can manage team settings and invite members
• Member - Standard access to team features

The Invitation Email

What They Receive

Invitees get an email with:

• Your team name
• Invitation link with unique token
• Instructions to accept

Invitation Expiration

• Invitations expire after 7 days by default
• Expired invitations can be renewed by administrators

Managing Pending Invitations

Viewing Pending

See outstanding invitations:

1. Go to Members page
2. Find the Pending Invites section
3. View all sent invitations

Invitation Table Columns

Updating Invitations

Change the invited user's role:

1. Find the pending invitation
2. Click Update or the edit action
3. Select a new role
4. Save changes

Renewing Invitations

If an invitation expired:

1. Find the expired invitation
2. Click Renew
3. Expiration extended by 7 days
4. Invitee can now accept again

Deleting Invitations

To revoke an invitation:

1. Find the pending invitation
2. Click Delete or the delete action
3. Confirm deletion
4. Invitation token becomes invalid

Accepting Invitations

What Happens for Invitees

When someone receives your invitation:

1. Click link in email
2. Sign in or Sign up
   • Existing users sign in
   • New users create account
3. Accept invitation
   • Added to your team
   • Assigned the selected role

New Users

If the invitee doesn't have an account:

1. They click the invitation link
2. Redirected to sign-up
3. Create their account
4. Automatically joined to your team

Existing Users

If they already have an account:

1. They click the invitation link
2. Sign in if needed
3. Accept the invitation
4. Added to your team

Database Constraints

Business Rules

• Unique constraint on (email, account_id) - prevents duplicate invitations
• Only team accounts can have invitations (not personal accounts)
• Token-based acceptance with validation

Security Features

Permission Checks

All invitation operations validate:

• invites.manage permission required
• Role hierarchy validation
• Account membership verification

Token Security

• Each invitation has a unique token (UUID)
• Token validated on acceptance
• Token deleted after successful acceptance

Best Practices

Before Inviting

1. Verify email - Ensure correct address
2. Choose role carefully - Appropriate access level
3. Consider hierarchy - Can you assign that role?

After Inviting

1. Notify them - Tell them to expect the email
2. Check spam - Remind to check spam folder
3. Follow up - If not accepted after a few days
4. Renew if needed - Before expiration

Security

1. Audit regularly - Review team membership
2. Remove departed - When people leave
3. Role review - Ensure roles are appropriate

Troubleshooting

Invitation Not Received

If they didn't get the email:

1. Check the email address is correct
2. Ask them to check spam/junk
3. Delete and resend the invitation
4. Try a different email address

Can't Accept Invitation

If they can't accept:

1. Ensure link hasn't expired
2. Check they're using correct email
3. Try a different browser
4. Delete and send new invitation

Wrong Role Assigned

If you selected wrong role:

1. For pending invitations: Update the invitation
2. After they join: Change their role in Members settings

Can't Send Invitations

If you can't invite:

1. Verify you have invites.manage permission
2. Check you're not trying to assign a higher role than yours
3. Verify account subscription status

After They Join

Verifying Membership

Confirm they joined:

1. Go to Members page
2. Find their name in the active members list
3. Verify their role is correct

Changing Roles

To change a member's role after joining:

1. Go to Members page
2. Find the member
3. Use the role selector to change their role
4. Save changes

Related Topics

• Member Management - Full member management
• Team Overview - Team basics
• Team Settings - Team configuration