Users and invitations

Team & Users is where you invite people to your workspace and manage their access. Invitations are sent by secure email link; the person sets their own password when they join, so no password ever passes through you.

Who can use this

• Owners can invite managers and members, change roles and deactivate accounts.
• Managers can invite members.
• Members don't see Team & Users.

Before you start

Know the person's name, work email address and the role they need. See Roles and permissions.

Key concepts

Invitation lifecycle

flowchart TB A[Send invitation] --> B[Pending invitation] B -->|Resend| B B -->|Revoke| R([Revoked]) B -->|30 days pass| X([Expired]) B -->|Invitee opens link,<br/>creates password| C([Active member])

Least privilege

Start with the narrowest role that fits the person's work. You can change it later as responsibilities grow.

How to invite someone

1. Open Team & Users and select Add User.
2. Under Personal information, enter Full name, Email and optionally Phone number.
3. Under Access and security, choose a Role. The Access preview shows what the role can do.
4. Select Send invitation.

The person receives an email with a secure link. They follow it, create their password and select Accept invitation. See Getting started.

How to resend or revoke an invitation

Under Pending invitations, select Resend or Revoke. You can do this until the invitation is accepted.

How to change someone's role or details

1. In the user list, open the row actions and choose Edit.
2. Update Full name, Phone number or Role.
3. Select Save changes.

The email address belongs to the person's sign-in account and can't be edited here. If it changes, send a new invitation.

How to deactivate or remove access

• Account status: switch the account to inactive on the edit page. Inactive accounts can't sign in until they're enabled again.
• Suspend, Archive or Move to trash from the row actions remove access; accounts in the Recycle Bin can be restored.

Rules to know

• Invitations expire after 30 days. Resending is limited to avoid spamming the invitee.
• The invitation must be accepted with the same email address that received it.
• Nobody can change their own role.
• The owner can't be removed. Transfer ownership first in Settings. See Organization settings.

Common questions

Symptom	Cause	What to do
The invitee says the link doesn't work	It expired, was revoked, or they opened an older email	Resend and ask them to open the latest email.
"Invitation link is incomplete"	The link was copied without its secure part	Open the link directly from the email.
I can only choose Member	You're a manager	Ask the owner to invite managers.
"User creation unavailable"	Your role can't add users	Ask a manager or the owner.

Related pages

• Roles and permissions
• Organization settings