Invite teammates and choose what they can do

Goal

Bring someone into your organization with the right access from their first sign-in.

How it works

You enter their email and pick the groups they’ll join. They get an email with a link, sign in, and accept. They land in your organization with everything their groups can do.

Time

about 1 minute for you, about 2 minutes for them.

Before you start

• You’re an Owner or Admin. Inviting needs Manage team, which only those groups hold. (Who can use it)
• You know which groups the person should join. If none fits, create a group first and give it the right permissions.
• You have the person’s work email. They’ll need to sign in with that same address.

Part A: Send the invitation (you)

1. In the sidebar, click System Controls → Our Team.
   You see the Team tab.
2. Click Actions at the top right, then Invite Teammate.
   A window opens titled Invite Teammate to Workspace.
3. Under Email, type their email address.
4. Under Add to groups, click each group they should join. You can pick more than one.
   Until you pick one, you see Pick at least one group.
5. To invite more people at once, click Add another person and repeat steps 3–4.
6. Click Continue.
   The window changes to Confirm Invitations, listing each email with its groups.
7. Check the list, then click Send invitations.
   The window changes to Invitations Sent.
8. Click Close.
   The Invites tab now counts the new invitation. Open it to see the person listed as Pending.

Owners and Admins see different groups. An Owner can put someone straight into the Owner or Admin group. An Admin can choose Finance, Operations, Legal and your own groups.

Someone already on the team needs more access? Don’t invite them again. Click Actions → Add Teammates To Groups, or open their row and click Add to group.

Part B: What the invitee does

You can forward this section to the person you invited.

1. Open the email and click the link. It works for 3 days.
   The page reads You’ve Been Invited, names the organization, and lists your Assigned Groups.
2. Click Sign in to continue and sign in with the email address the invitation was sent to. If you’re already signed in, you skip this and see Accept Invitation straight away.
3. If asked Welcome! What should we call you?, enter your name and click Continue.
4. Click Accept Invitation.
   You land in the organization.

Part C: Check it worked (you)

1. Go to System Controls → Our Team.
   The person now appears on the Team tab, with their groups in the Groups column, and is gone from Invites.
2. Click their row, then the Permissions tab, to see everything they can now do and which group each permission comes from.

If something goes wrong

You see	Why	What to do
Continue stays greyed out	An email is missing or isn’t a valid address, or a row has no group	Fix the email and pick at least one group for every row
Duplicate email — each person must have a unique email address.	The same address is in two rows	Remove one of the rows
A row ends This user is already a member of the organization	They’ve already joined	Close the window. Change their groups from Our Team instead
You do not have permission to invite users	You aren’t an Owner or Admin	Ask an Owner or Admin to invite them, or to add you to the Admin group
The invitee sees Invitation Not Valid	The link is more than 3 days old, was already used, was revoked, or a newer invitation replaced it	On the Invites tab, click Resend on their row. If they’re not listed, invite them again
The invitee sees Unable to Accept Invitation with Invalid or expired invitation	They signed in with a different email from the one you invited	Ask them to sign out and sign in with the invited address, or invite the address they use
The invitee sees Someone else in this organization is already using your email address…	Another record in your organization already has their email	Sort out the duplicate contact, then ask them to accept again. The invitation still works
The invitee sees This invitation includes a role its sender can no longer grant, so it has been revoked…	Your own access changed after you sent it	Send a new invitation, or ask an Owner to
The invitee never got the email	It may be in spam, or the address is wrong	Check the address on the Invites tab. Click Resend, or Revoke and invite the right address