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DocsInviting Your Team
Add teammates from setup's Your teammates step (or from Admin → Users later) and pick the right role for each.
From setup's Your teammates step, add teammates by typing their email addresses and selecting a role, one row each. You can also paste a list of addresses (one per line, or comma separated) to fill the rows at once. Sending is one action: Send invitations & continue sends every filled row straight away, and each row then shows its own Sent or Failed result with the reason. Each recipient gets an invitation email; they open it, then either create a password or use one of the sign-in buttons on the page, and land in your organization with the role you assigned.
The step shows how many seats your plan includes and how many you can still invite, for example “Your plan includes 5 seats. You can invite 3 more.” It caps the rows at the number of seats still available, so you cannot over-invite.
Invitations expire after 7 days. If a teammate misses the window, resend or reissue it from the Invitations tab under Admin → Users.
Sending invites needs admin permissions. If you have them, you get the full invite editor. If you don't, the step shows a short note explaining that a workspace admin adds teammates, plus a Continue button so you can move on. You still get every other part of setup.
When no seats are free (on a one-seat plan, that is as soon as it is just you), the step replaces the editor with a short note and an Add seats link to Billing, so you can grow whenever you are ready.
| Role | What they can do |
|---|---|
Super Admin super_admin | Full access including billing and subscription management. Use sparingly. |
Admin admin | Organization settings, user management, and configuration. No billing access. |
Sales Manager sales_manager | Team-wide pipeline visibility, reports, and the ability to reassign records. Also manages users and runs imports and exports. |
Sales Rep sales_rep | Day-to-day selling. Sees the records assigned to them, not a colleague’s. |
Marketing marketing | Campaigns, workflows, email templates, and feedback surveys. Read access to companies and contacts for targeting. |
Service service | The Service hub: support tickets, knowledge base, and feedback. Read access to companies and people. |
View Only view_only | Views records across the platform without creating, editing, or deleting them. No exports. |
Your plan includes a fixed number of Power seats (full-feature seats) and Collaborator seats (lighter access). The seat an invitation takes is not chosen by the role you assign:
- Every billable invitation takes a Power seat if one is free, and a Collaborator seat otherwise.
- A View Only invitation is free: it takes neither a Power nor a Collaborator seat. The setup step still counts every row against your available seats, so it will not hand you extra rows for viewers.
- A billable seat is held from the moment you invite until the invitation is accepted or expires, so pending invitations count against your total.
You can add seats at any time on either billing period, and the charge is prorated for the rest of the current one. Removing a seat is scheduled instead: it takes effect at the end of the period. When no seats are free, the invite step replaces the editor with a short note and a link to Billing rather than letting an invite fail.
Duplicates are skipped, not errors. An address that already belongs to a teammate, or that already has an invitation waiting, is left out of the send and its row is marked Failed with the reason. The others still go out, and the step stays open so you can fix those rows and send again. Listing the same address twice in one batch sends it once.
To prevent invite spam there is also a hard cap: an address can be invited at most 5 times in 24 hours, counted across every organization. Past that, the whole batch is refused with an error rather than partly sent, so remove that address and send the rest.