Overview
An Invite is used to add people to your Organization through a Global role. Once someone accepts an Invite, they become a member and are then managed in Members.Why use Invites
Invites help you add the right people to your Organization in a controlled way. They make it easier to assign access before someone joins, track invite progress, and manage recipients individually.Key rules
- Existing role required. The role must already exist before you can create the Invite.
- Role hierarchy. You can only invite into a role below your own role level.
- Account Owner exception. Account Owners can invite other Account Owners.
- Permission required. You can only create Invites if your role includes the Invite members permission.
- Recipient-based tracking. Each recipient has their own status and unique invite link. Links cannot be shared between people.
- Email-bound. Only the person whose email address matches the invitation can accept or reject it.
- Mutual exclusion. If a recipient accepts an Invite, any other pending invitations for that same person are automatically cancelled.
Who can view Invites
Being able to view Invites is separate from being able to create them.Invite statuses
- Pending (yellow). Sent but not responded to.
- Accepted (green). The recipient accepted the invitation and joined the Organization.
- Rejected (red). The recipient declined the invitation.
- Cancelled (gray). Cancelled by the system because the Invite expired, was deleted, or the person accepted a different invitation.
Reminder emails
The initial invite email is sent when the Invite is created. Reminder emails are sent automatically if a recipient has not responded. Reminder emails stop when the recipient accepts, rejects, is cancelled, the Invite expires, or the Invite is deleted.Invite lifecycle
- Accepted. The recipient becomes a member and is managed in Members from then on. If that person had other pending invitations, those invitations are automatically cancelled.
- Rejected. The recipient does not join. No more reminder emails are sent. A rejected invitation cannot be accepted later, so a new Invite would need to be sent.
- Expired. All pending recipients are automatically cancelled. No more reminder emails are sent, and the Invite can no longer be used to join the Organization.
- Deleted. All pending recipients are cancelled, and the Invite links no longer work.
Email re-authentication after Organization changes.
If a person leaves or is removed from an Organization, they may be asked to re-authenticate their email address the next time they log in. After re-authenticating, they can continue using their account.
How to create an Invite
1
Open Invites
Open Manage, then open Invites.
2
Create invite
Click Create invite.
3
Name the Invite
Enter the Invite name.
4
Set expiration
Set the Invite expiration date, or select Does not expire.
5
Select the role
Select the relevant role level, then select the role to invite into.
6
Save
Click Save.
How to edit an Invite
1
Open Invites
Open Manage, then open Invites.
2
Select the Invite
Select the role level, select the role, then select the Invite.
3
Edit details
Open the Details tab and click Edit.
4
Update fields
Edit the Invite name or Invite expiration date.
5
Save
Click Save.
How to add recipients to an Invite
1
Open the Invite
Open Manage, open Invites, then select the Invite.
2
Open Recipients
Open the Recipients tab.
3
Add recipients
Click Add recipients.
4
Enter email addresses
Enter the email addresses of the people you want to invite.
5
Confirm
Confirm the selection.
Recipients are tracked individually inside the same Invite. Each recipient receives their own unique invite link.
How to remove recipients from an Invite
1
Open the Invite
Open Manage, open Invites, then select the Invite.
2
Open Recipients
Open the Recipients tab.
3
Find the recipient
Find the recipient you want to remove.
4
Remove
Click the delete icon beside their name.
5
Confirm
Confirm the removal.
How to review Invite status
1
Open the Invite
Open Manage, open Invites, then select the Invite.
2
Open Recipients
Open the Recipients tab.
3
Review status
Review the recipient list to see email addresses, current status, when each status changed, and action by where shown.
How to resend an Invite
1
Open the Invite
Open Manage, open Invites, then select the Invite.
2
Open Recipients
Open the Recipients tab.
3
Find the recipient
Find the recipient you want to resend the Invite to.
4
Resend
Select the option to resend the Invite and confirm if required.
How to expire an Invite
1
Open the Invite
Open Manage, open Invites, then select the Invite.
2
Edit details
Open the Details tab and click Edit.
3
Expire
Click Expire invite and confirm if required.
How to delete an Invite
1
Open the Invite
Open Manage, open Invites, then select the Invite.
2
Edit details
Open the Details tab and click Edit.
3
Delete
Click Delete invite and confirm.