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How to Invite Team Members

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

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

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

  1. Enter Email
    • Type the person's email address
    • Double-check for typos
  2. Select Role
    • Choose the appropriate role from the dropdown
    • You can only assign roles at or below your own hierarchy level
  3. 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

ColumnDescription
EmailInvited email address
RoleAssigned role
Invited AtWhen invitation was sent
Expires AtExpiration date
StatusActive or Expired
ActionsUpdate, Delete, Renew

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