Inviting Team Members

Build your team by inviting members to join your workspace.

Invitation Methods

Email Invitation

The most common method:

1. Go to Team Settings → Members
2. Click Invite Members
3. Enter email addresses (one per line or comma-separated)
4. Choose their role (Admin or Member)
5. Add a personal message (optional)
6. Click Send Invitations

Recipients get an email with:

• Team name and description
• Who invited them
• Your personal message
• Join link

Invitation Link

Share a link that anyone can use:

1. Go to Team Settings → Members
2. Click Get Invite Link
3. Choose link settings:
   • Expiration (24h, 7 days, 30 days, never)
   • Role for new members
   • Usage limit
4. Copy and share the link

<Callout type="warning"> Be careful with invite links - anyone with the link can join. Use expiring links for security. </Callout>

Domain-Based Joining

Allow anyone with a company email:

1. Go to Team Settings → Security
2. Enable Domain joining
3. Enter allowed domains (e.g., company.com)
4. Anyone with that email domain can join

Great for:

• Large organizations
• Open teams
• Self-service joining

Managing Invitations

Pending Invitations

View outstanding invites:

1. Go to Team Settings → Members
2. Click Pending tab
3. See all sent invitations
4. Options:
   • Resend
   • Cancel
   • Copy link

Resending Invitations

If someone didn't get the email:

1. Find them in Pending
2. Click Resend
3. New email is sent

Canceling Invitations

Remove an invitation:

1. Find in Pending
2. Click Cancel
3. Link/email no longer works

Accepting Invitations

For New Users

1. Click the invitation link
2. Create a TodoTicked account
3. Automatically join the team

For Existing Users

1. Click the invitation link
2. Sign in to your account
3. Confirm joining the team
4. Team appears in sidebar

From the App

If you received an invitation:

1. Look for notification bell
2. Click the team invitation
3. Accept or decline

Member Roles

Setting Roles

When inviting, choose:

Changing Roles

Adjust roles later:

1. Go to Team Settings → Members
2. Find the member
3. Click their current role
4. Select new role
5. Changes apply immediately

Removing Members

Remove a Member

1. Go to Team Settings → Members
2. Find the member
3. Click Remove
4. Confirm removal

What Happens

When someone is removed:

• They lose access immediately
• Their tasks remain in projects
• Tasks can be reassigned
• They can't see team content

Reassigning Tasks

After removing a member:

1. Review their assigned tasks
2. Reassign to other members
3. Or leave unassigned

Guest Access

What are Guests?

Guests are limited members for:

• Clients
• Contractors
• External collaborators

Guest Limitations

Guests can:

• Access invited projects only
• View and complete tasks
• Add comments

Guests cannot:

• See other team projects
• Invite others
• Access team settings

Inviting Guests

1. Go to project settings
2. Click Invite Guest
3. Enter their email
4. They get project-only access

Bulk Invitations

Invite Many at Once

For large teams:

1. Go to Team Settings → Members
2. Click Bulk Invite
3. Paste email list or upload CSV
4. Map columns if using CSV
5. Review and send

CSV Format

email,role,message
john@company.com,member,Welcome to the team!
jane@company.com,admin,
bob@company.com,member,

Invitation Best Practices

Personalize Messages

Include context:

Hi Sarah! I'm inviting you to our Marketing team
workspace where we'll coordinate the Q1 campaign.
Looking forward to collaborating!

Set Appropriate Roles

• Admin: Managers and leads
• Member: Regular team members
• Guest: External collaborators

Clean Up Regularly

• Review pending invitations weekly
• Cancel stale invitations
• Remove inactive members

Onboard New Members

When someone joins:

1. Welcome them personally
2. Explain team structure
3. Point to key projects
4. Share conventions and guidelines

<Callout type="tip"> Create a "Team Guide" note with important information for new members to read when they join. </Callout>

Troubleshooting

Invitation Not Received

Check:

• Correct email address
• Spam/junk folder
• Email provider isn't blocking

Solutions:

• Resend invitation
• Share invitation link directly
• Try a different email

Link Not Working

The link might be:

• Expired
• Already used (if single-use)
• Cancelled

Solution: Generate a new link

Can't Accept Invitation

Ensure:

• You're signed in to correct account
• Invitation hasn't expired
• Team hasn't reached member limit

Already a Member

If invited again:

• Link shows "already a member"
• No action needed
• Access the team normally

Next Steps

• Share projects
• Set up team chat
• Manage permissions