Invite team members
How to invite people to your workspace by email, assign a role and manage pending invitations.
Learning path: Plan, approve, work as a team · 0/7
Under Settings → Workspace → Team you click Invite Member, enter an email address and choose a role. The invitation is valid for 7 days. How many members are possible depends on the owner’s plan.
This page was translated from the German original. The labels in your app are authoritative.
What is this about?
Collaboration starts with an invitation to a workspace. With the role, you define right away what the person can see and do. Invitees receive an email. Anyone who already has an ALLMEDIA account also sees the invitation in the app under the bell.
Prerequisites
- Owners and administrators of the workspace can invite.
- Your plan must have free team seats. All members including the owner plus all pending invitations are counted.
| Owner’s plan | Members per workspace |
|---|---|
| Free | 1 (only yourself) |
| Pro | 2 |
| Agentic | unlimited |
You book additional seats as an add-on for €5/month per seat (see Book add-ons and additional services).
Step by step
- Open the team. Go to Settings → Workspace → Team. At the top you see the Team Seats (used / available), below that the Members and the Pending Invitations area.
- Start an invitation. Under Pending Invitations, click Invite Member. If the limit has been reached, the button is locked and a notice shows the way to upgrade.
- Enter the email address. Enter exactly one address under Email Address. For several people, repeat the process.
- Choose a role. Under Role, choose between Administrator, Editor-in-Chief, Editor, Viewer and External editor. Viewer is preset. What the roles may do is described in Workspace roles.
- Send the invitation. Click Send Invitation. The invitation appears under Pending Invitations with the status Pending and the expiry time.
- Manage pending invitations. With Resend you send the email again. With Revoke you invalidate an invitation and free up the seat again.
How the invited person accepts
- With an existing account: They click the link in the email or Accept in the notification under the bell. With Decline they decline.
- Without an account: They click the link in the email and set a password. They are then directly in the workspace.
- Signed in with the wrong account: The app detects when the invitation is for a different email address and offers to sign in with the right account.
Limits
- An invitation is valid for 7 days. After that it appears as Expired. With Resend, the person receives a new invitation with a new deadline.
- Expired invitations also occupy a team seat until you revoke or resend them.
- Each invitation has one email address and one role. There is no bulk import via CSV.
- You cannot invite anyone who is already a member or already has a pending invitation.
- There is no sign-in via SSO or synchronization via SCIM. Members sign in with email and password or with Google.
- ALLMEDIA platform administrators do not count towards the member limit.
Frequently asked questions
Why can’t I invite anyone?
Either your team quota is used up (pending invitations count too), or you are neither owner nor administrator. Revoke invitations you no longer need or book additional seats.
The invitation doesn’t arrive. What can I do?
Ask the person to check their spam folder. Then click Resend under Pending Invitations.
Do invited members use their own credits?
No. Members work with the workspace owner’s credits.
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checked against app version 2.29.1245
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