How do I invite team members?

Learn how to invite team members to your organization, manage roles and permissions, and collaborate on translations.

Collaborate with your team by inviting members to your organization. Team members can help translate articles, manage glossaries, and monitor translation status. This guide explains how to invite team members and manage their access.

Before You Start

To invite team members, you need:

  • An organization set up (created when you sign up)
  • Admin role in the organization (you're set as admin by default)
  • Email addresses of people you want to invite

Inviting Team Members

Sending an Invitation

  1. Navigate to the Users or Team section from your dashboard
  2. Click "Invite Member" or "Add Team Member"
  3. Enter the email address of the person you want to invite
  4. Select their role (Admin or Member - see roles below)
  5. Click "Send Invitation"

The person will receive an email invitation with a link to join your organization.

Invitation Email

The invitation email includes:

  • Organization name
  • Inviter's name
  • Role they'll have
  • Link to accept the invitation
  • Expiration date (invitations typically expire after 7 days)

Accepting Invitations

When someone receives an invitation:

  1. They click the link in the invitation email
  2. If they don't have an account, they'll be prompted to sign up
  3. If they already have an account, they'll be asked to sign in
  4. After signing in, they'll be added to your organization

The invitation link is unique and can only be used once.

Roles and Permissions

Admin Role

Admins have full access to all features:

  • Invite and manage team members: Can invite, remove, and change roles
  • Manage organization settings: Can update organization details
  • Access all features: Can translate, push, manage glossaries, and view all content
  • Manage credits: Can view credit balance and purchase credits
  • Connect integrations: Can connect and manage Intercom workspace

Member Role

Members have access to core translation features:

  • Translate articles: Can create and manage translations
  • Review translations: Can view and review translated content
  • Push translations: Can push translations to Intercom
  • Manage glossaries: Can create and edit glossaries
  • View articles and metrics: Can see all articles and dashboard metrics

Members cannot:

  • Invite or remove team members
  • Change organization settings
  • Manage credits or billing
  • Connect or disconnect integrations

Managing Team Members

Viewing Team Members

To see who's in your organization:

  1. Go to the Users or Team section
  2. View the list of active members
  3. See their roles, email addresses, and join dates

Changing Roles

To change a team member's role:

  1. Find the team member in the list
  2. Click on their name or use the action menu
  3. Select "Change Role"
  4. Choose the new role (Admin or Member)
  5. Confirm the change

Only admins can change roles.

Removing Team Members

To remove a team member:

  1. Find the team member in the list
  2. Click on their name or use the action menu
  3. Select "Remove from Organization"
  4. Confirm the removal

Removed members lose access immediately but their work (translations, glossaries) remains in the organization.

Pending Invitations

You can see pending invitations:

  1. Go to the Users or Team section
  2. View the "Pending Invitations" list
  3. See who was invited, when, and their role
  4. Resend or cancel invitations if needed

Collaboration Features

Shared Access

All team members can:

  • See the same articles and translations
  • Access shared glossaries
  • View dashboard metrics
  • Work on translations together

Work Coordination

To coordinate work effectively:

  1. Use status filters: Filter articles by status to see what needs work
  2. Assign languages: Have different team members focus on different languages
  3. Use glossaries: Create shared glossaries for consistency
  4. Review before pushing: Have team members review each other's translations

Best Practices

  1. Start with members: Give most people Member role initially
  2. Limit admins: Only make trusted team members admins
  3. Communicate: Let team members know which articles or languages to focus on
  4. Use glossaries: Create glossaries to ensure consistency across team members
  5. Review regularly: Check translation quality and provide feedback

Invitation Management

Resending Invitations

If someone didn't receive an invitation:

  1. Find the pending invitation
  2. Click "Resend Invitation"
  3. A new email will be sent

Canceling Invitations

To cancel a pending invitation:

  1. Find the pending invitation
  2. Click "Cancel Invitation"
  3. The invitation will be revoked and the link won't work

Expired Invitations

Invitations expire after 7 days. If an invitation expires:

  1. The invitation is automatically canceled
  2. You'll need to send a new invitation
  3. The old invitation link won't work

Security and Access

Email Verification

Invitations are sent to specific email addresses. When someone accepts:

  • They must sign in with the email address the invitation was sent to
  • If they try to use a different email, the invitation won't work
  • This ensures only the intended person can join

Organization Isolation

Each organization is separate:

  • Team members only see content from their organization
  • They can't access other organizations they're not part of
  • Data is isolated between organizations

Leaving an Organization

Team members can leave an organization:

  1. Go to organization settings
  2. Click "Leave Organization"
  3. Confirm the action

They'll lose access immediately but their work remains in the organization.

Troubleshooting

Invitation Not Received

If someone didn't receive an invitation:

  • Check the email address is correct
  • Ask them to check spam folder
  • Resend the invitation
  • Verify the email address is valid

Can't Accept Invitation

If someone can't accept an invitation:

  • Make sure they're using the correct email address
  • Check that the invitation hasn't expired
  • Verify they're clicking the correct link
  • Try resending the invitation

Permission Issues

If a team member can't access features:

  • Verify their role (Admin vs Member)
  • Check that they're signed in to the correct account
  • Ensure they're part of the organization
  • Contact an admin if issues persist

Next Steps

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