Users and Invitations

Overview

The first step of working together in an organization is inviting your team. New members are never added directly; they always join through an invitation. An admin enters the email address of the person to invite and assigns them a role. The system then sends that person an invitation email containing a unique link. When they click the link and accept the invitation, they become a member of the organization.

This approach makes it clear from the very start who joins the team and with what authority. If the invited person does not yet have an account on the platform, the invitation link first guides them to create one; if they already have an account, they go straight to the acceptance screen. Once they join, the member appears in the Users list under organization settings and is managed from there.

Every invitation has an expiration period and, until accepted, is listed as a “pending invitation”. If you change your mind before the person joins, you can cancel the invitation; if the email did not arrive, you can resend it.

Who uses it

• Organization owner and admins: Invite members, manage pending invitations and remove existing members from the organization. When sending an invitation, they assign the member a starting role (Admin or Member).
• The invited person: Previews and accepts the invitation using the link they received. Before accepting, they see which organization and which role they are being invited to.
• Existing members: Can update their own profile details (display name, phone) and see the other members in the list.

Step-by-step process

1. Open the Users section. Go to Organization Settings → Users. Existing members and any pending invitations are listed here.
2. Invite a member. Click “Invite Member”, enter the email address of the person to invite and choose a role for them (Admin or Member). Create the invitation with “Send Invitation”.
3. The invitation email is sent. The system sends an email containing a unique link. Until accepted, the invitation appears as “pending” in the list.
4. The person accepts the invitation. The invited person clicks the link, sees which organization and role they will join, and accepts. If they have no account, they create one first.
5. Membership begins. The person who accepts is now an organization member. They appear in the Users list and start working with the permissions of their assigned role.
6. Manage invitations. You can refresh an undelivered invitation with “resend” (a new link is generated), cancel an unnecessary invitation, or invite several people with the same role in one go.
7. Remove members. When someone leaves the team, remove that member from the organization with “Remove” in the Users list. This only removes their access; the records they created remain in the organization.

Process flow

flowchart TD
    A[Admin enters email and role] --> B[Invitation is sent]
    B --> C[Person receives an email with a link]
    C --> D{Do they have an<br/>account?}
    D -- No --> E[They create an account first]
    D -- Yes --> F[They see the invitation preview]
    E --> F
    F --> G{Accepted?}
    G -- No --> H[Invitation stays pending / expires]
    G -- Yes --> I[They become an organization member]
    I --> J[Managed in the Users list]

Frequently asked questions

Does the invited person need to have an account beforehand? No. If the person clicking the link has no account, the invitation flow guides them to create one first; then they accept the invitation and become a member. If they already have an account, they go straight to the acceptance screen.

I invited the wrong person, what can I do? Before the invitation is accepted, you can cancel it from the pending invitations list in the Users section. The link of a cancelled invitation becomes invalid.

The invitation email did not arrive, can I resend it? Yes. Use the “resend” option for the pending invitation. A new link is generated and the email is sent again. It helps to suggest checking the spam folder as well.

Can I invite several people at once? Yes. You can invite the team in bulk by sending the same role to multiple email addresses at once. Each person accepts separately with their own link.

When I remove a member, is their data deleted too? No. Removing a member only removes their access to the organization. The tasks, records and content they created remain in the organization.

Can I give a different role later to someone I invited? Yes. The role you set during the invitation is only a starting point. After the person joins, you can change their permissions from the roles and permissions section.