Team Invitations: Add Members to Your Organization

Who Can Invite Team Members

• Paid plans only — Team invitations require an active subscription (Starter, Professional, or Enterprise)
• Trial users cannot invite — Team collaboration is a paid feature
• Permission required — You must have the users:invite permission (Owners and Admins have this by default)

How Team Invitations Work

Send an Invitation

1. Navigate to Settings → Team Management
2. Click Invite Team Member
3. Enter the email address
4. Select a role (Owner, Admin, Editor, Writer, Viewer)
5. Add an optional personal message
6. Click Send Invitation

The recipient receives an email with:

• Who invited them
• What organization they're joining
• What role they've been assigned
• A secure invitation link (expires in 7 days)

Accept an Invitation

If the recipient already has an ILLIXIS account:

1. Click the link in the invitation email
2. Log in with existing credentials
3. Accept the invitation
4. Immediately gain access to your organization

If the recipient is new to ILLIXIS:

1. Click the link in the invitation email
2. Create an account using the invited email address
3. Set a password
4. Accept the invitation
5. Access your organization

Email Normalization

ILLIXIS automatically normalizes email addresses (converts to lowercase, trims whitespace). This prevents duplicate invitations due to inconsistent formatting.

Example: Inviting User@Example.COM and user@example.com will be treated as the same email address.

Invitation Types

Team Member Invitations (Default)

Invites someone to join your existing organization. This is the standard flow for adding collaborators.

Flow:

1. Send invitation from your organization
2. Recipient accepts
3. Recipient joins your organization with assigned role
4. Recipient shares your tenant data and subscription

Tenant Owner Invitations (Staff Only)

Creates a new organization for the recipient. Only ILLIXIS staff can send these.

Flow:

1. Staff sends tenant owner invitation
2. Recipient accepts and enters company name
3. New tenant is created with recipient as owner
4. Recipient gets their own isolated workspace

Use case: Onboarding new customers, creating demo accounts, partner setups.

Invitation States

| Status | Meaning |
|--------|---------|
| Pending | Sent but not yet accepted |
| Accepted | User joined the team |
| Expired | 7 days passed without acceptance |
| Revoked | Invitation cancelled before acceptance |
| Declined | User explicitly rejected the invitation |

Managing Invitations

View All Invitations

Go to Settings → Team Management. You'll see:

• Pending Invitations — Awaiting acceptance
• Invitation History — All sent invitations (accepted, expired, revoked)

Resend an Invitation

If a pending invitation hasn't expired, resending to the same email address will trigger a new email with the original link (not a new invitation).

Revoke an Invitation

Cancel a pending invitation before it's accepted:

1. Go to Settings → Team Management
2. Find the invitation in the pending list
3. Click Revoke

The invitation link becomes invalid. The recipient can no longer accept it.

Role Assignment on Invite

You assign a role when sending the invitation. The recipient receives that role immediately upon acceptance.

Available roles:

1. Owner — Full access (billing, team management, all features)
2. Admin — All except billing
3. Editor — Create, edit, publish content
4. Writer — Create and edit own content only
5. Viewer — Read-only access to dashboards

You cannot invite someone with a role higher than your own (except Owners, who can assign any role).

Notifications

When Someone Accepts an Invitation

The organization owner receives an email notification:

• Who joined
• What role they have
• Who invited them

Control this notification: Go to Settings → Notifications and toggle "Notify me when team members join."

When an Invitation Expires

No automatic notification is sent. Check the Team Management page to see expired invitations.

Security & Expiration

• Invitations expire after 7 days
• Links are single-use (cannot be reused after acceptance)
• Tokens are 32-character secure random strings
• Email addresses must match exactly (case-insensitive)

Troubleshooting

"This invitation has expired"

• Ask the sender to resend the invitation
• New invitations generate a fresh 7-day window

"Invitation email does not match your account"

• You must log in (or sign up) with the exact email address the invitation was sent to
• Check for typos in the original invitation

"Team invitations are available on paid plans"

• You're on a trial. Upgrade to any paid plan to unlock team features.

Invitation email not received

• Check spam/junk folders
• Verify the correct email address was used
• Ask the sender to resend the invitation

Cannot invite higher roles

• Admins cannot invite Owners
• Writers and Viewers cannot invite anyone (no users:invite permission)
• Only Owners can assign the Owner role

Best Practices

1. Use clear role names — Recipients may not know what "Editor" means. Add a message: "This role lets you create and publish content."
2. Revoke unused invitations — Clean up pending invitations that won't be accepted.
3. Review team regularly — Use the Team Management dashboard to audit who has access.
4. Start with lower roles — Easier to promote someone than demote them later.
5. Test with yourself — Send an invitation to your own alternate email to see the recipient experience.

Related Features

• Team Management — View and manage current team members
• User Roles & Permissions — Understand what each role can do
• Notification Preferences — Control email notifications