Staff invitations (full reference)
Detailed guide to inviting, re-sending, cancelling, and managing staff accounts.
Overview
This is the full reference for the invitation lifecycle: send, accept, expire, re-send, cancel. The basic flow is in Inviting your team; this article covers edge cases and admin operations.
Prerequisites
- Owner or Admin role
- Active subscription
- Email addresses for the invitees
Steps
Open Staff settings. Settings → Staff.
Tabs: Active Members, Pending Invitations, Disabled Members. Each shows count.
Send an invitation. + Invite Member modal — email, role, optional message.
Watch Pending Invitations. New invite appears with status Sent, sent-by, sent-at, expires-at.
Re-send an invitation. Click row → Resend. Generates a fresh 7-day link; previous link invalidated.
Cancel an invitation. Trash icon → confirm. Link returns "Invitation cancelled" if anyone clicks it.
On acceptance, the user moves to Active Members. Their detail page lets you edit role, location access, profile info.
Disable a user without deletion. Active Members → user → Disable. They can't sign in; their data is preserved. Re-enable any time.
Permanently delete a user. Disabled Members → user → Delete. Their attribution to past records becomes "Deleted user". For audit reasons, deletion is rare.
Expected outcome
- Pending list reflects every active invite
- Active Members list shows everyone who has joined
- Disabled members can't sign in but their data is preserved
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| Invitee says they didn't get email | Spam or typo | Re-send; verify exact address |
| Invitation expired | 7 days passed | Re-send |
| User already exists at another tenant | They must leave that tenant first | Cannot dual-tenant via this flow |
| Disabled user appears in dropdowns | Stale cache | Refresh; the dropdowns should hide disabled |
| Want bulk invite | CSV bulk-invite available via Settings → Staff → Bulk import | Upload CSV with email + role columns |