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.
Where to create an Invite
There are two supported ways to create an Invite. They are separate workflows, not a single identical flow:- Manage → Invites → Create invite opens a three-step wizard: enter the invite details and recipients, choose the Global role level, then choose the role.
- From a Global role, open the role’s Invites tab and click Invite members to open a single Create new invite modal for that role.
How to create an Invite from Manage → Invites
1
Open Invites
Open Manage, then open Invites.
2
Start the wizard
Click Create invite.
3
Enter invite details and recipients
Enter the Invite name, set the Expiration date or select Does not expire, add the recipient email addresses, then click Next.
4
Select the Global role level
Select the Global role level to invite into, then click Next.
5
Select the role and create
Select the role to invite into, then click Create.
How to create an Invite from a Global role
1
Open the role
Open Manage → Global roles, select the role level, then select the role.
2
Open Invites
Open the Invites tab and click Invite members.
3
Create new invite
In the Create new invite modal, enter the invite details and recipient email addresses for that role.
4
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.