> ## Documentation Index
> Fetch the complete documentation index at: https://docs.observv.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Invites

> Add new people to your Organization through a Global role. Track each recipient individually with a unique invite link.

## 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.

| Global role            | Invites they can view                   |
| ---------------------- | --------------------------------------- |
| Account Owner          | All Invites in the Organization         |
| Global Account Manager | Invites for lower roles in their branch |
| Global Team Manager    | Invites for lower roles in their branch |
| Global Content Manager | Invites for lower roles in their branch |
| Global Uploader        | —                                       |
| Global Viewer          | —                                       |
| No Global Role         | —                                       |

## 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.

<Note>
  **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.
</Note>

## How to create an Invite

<Steps>
  <Step title="Open Invites">
    Open **Manage**, then open **Invites**.
  </Step>

  <Step title="Create invite">
    Click **Create invite**.
  </Step>

  <Step title="Name the Invite">
    Enter the **Invite name**.
  </Step>

  <Step title="Set expiration">
    Set the **Invite expiration date**, or select **Does not expire**.
  </Step>

  <Step title="Select the role">
    Select the relevant role level, then select the role to invite into.
  </Step>

  <Step title="Save">
    Click **Save**.
  </Step>
</Steps>

## How to edit an Invite

<Steps>
  <Step title="Open Invites">
    Open **Manage**, then open **Invites**.
  </Step>

  <Step title="Select the Invite">
    Select the role level, select the role, then select the Invite.
  </Step>

  <Step title="Edit details">
    Open the **Details** tab and click **Edit**.
  </Step>

  <Step title="Update fields">
    Edit the **Invite name** or **Invite expiration date**.
  </Step>

  <Step title="Save">
    Click **Save**.
  </Step>
</Steps>

## How to add recipients to an Invite

<Steps>
  <Step title="Open the Invite">
    Open **Manage**, open **Invites**, then select the Invite.
  </Step>

  <Step title="Open Recipients">
    Open the **Recipients** tab.
  </Step>

  <Step title="Add recipients">
    Click **Add recipients**.
  </Step>

  <Step title="Enter email addresses">
    Enter the email addresses of the people you want to invite.
  </Step>

  <Step title="Confirm">
    Confirm the selection.
  </Step>
</Steps>

<Info>
  Recipients are tracked individually inside the same Invite. Each recipient receives their own unique invite link.
</Info>

## How to remove recipients from an Invite

<Steps>
  <Step title="Open the Invite">
    Open **Manage**, open **Invites**, then select the Invite.
  </Step>

  <Step title="Open Recipients">
    Open the **Recipients** tab.
  </Step>

  <Step title="Find the recipient">
    Find the recipient you want to remove.
  </Step>

  <Step title="Remove">
    Click the delete icon beside their name.
  </Step>

  <Step title="Confirm">
    Confirm the removal.
  </Step>
</Steps>

## How to review Invite status

<Steps>
  <Step title="Open the Invite">
    Open **Manage**, open **Invites**, then select the Invite.
  </Step>

  <Step title="Open Recipients">
    Open the **Recipients** tab.
  </Step>

  <Step title="Review status">
    Review the recipient list to see email addresses, current status, when each status changed, and action by where shown.
  </Step>
</Steps>

## How to resend an Invite

<Steps>
  <Step title="Open the Invite">
    Open **Manage**, open **Invites**, then select the Invite.
  </Step>

  <Step title="Open Recipients">
    Open the **Recipients** tab.
  </Step>

  <Step title="Find the recipient">
    Find the recipient you want to resend the Invite to.
  </Step>

  <Step title="Resend">
    Select the option to resend the Invite and confirm if required.
  </Step>
</Steps>

## How to expire an Invite

<Steps>
  <Step title="Open the Invite">
    Open **Manage**, open **Invites**, then select the Invite.
  </Step>

  <Step title="Edit details">
    Open the **Details** tab and click **Edit**.
  </Step>

  <Step title="Expire">
    Click **Expire invite** and confirm if required.
  </Step>
</Steps>

<Warning>
  Expiring an Invite cancels all pending recipients.
</Warning>

## How to delete an Invite

<Steps>
  <Step title="Open the Invite">
    Open **Manage**, open **Invites**, then select the Invite.
  </Step>

  <Step title="Edit details">
    Open the **Details** tab and click **Edit**.
  </Step>

  <Step title="Delete">
    Click **Delete invite** and confirm.
  </Step>
</Steps>

<Warning>
  Deleting an Invite cancels all pending recipients.
</Warning>

## Related

* [Global roles](/access/global-roles)
* [External access and No Global Role users](/access/external-access)