Inviting Members

Cloud Feature

Team invitations are a Cloud-only feature. Self-hosted Core deployments are single-tenant and do not include team management. See Cloud vs Self-Hosted for details.

Add team members to your organization with email invitations and role assignments. Team management is done in the LinkForty dashboard.

Overview

LinkForty's team invitation system lets you:

• Send email invitations to colleagues
• Assign roles before members join
• Track pending, accepted, and declined invitations
• Rely on automatic expiration (7 days)

Key Concepts:

• Invitation - Email invite with a unique token and assigned role
• Pending - Invitation sent but not yet responded to
• Accepted - Member joined the organization
• Declined - Invitation rejected by the recipient
• Expired - Invitation passed its 7-day validity period

Sending Invitations

1. Go to Settings → Team
2. Click "Invite Member"
3. Enter the email address
4. Select a role (Admin, Member, or Viewer)
5. Click "Send Invitation"

The recipient receives an email with an invitation link.

Requires: Admin or Owner role.

Note: You cannot assign the "Owner" role via invitation — only an existing Owner can transfer ownership.

Invitation Flow

1. Admin/Owner sends invitation
     ↓
2. Email sent to recipient
     ↓
3. Recipient clicks the link
     ↓
4. Logs in or creates an account
     ↓
5. Accepts or declines the invitation
     ↓
6. [If accepted] Added to the organization

Managing Invitations

Viewing Pending Invitations

Go to Settings → Team → Pending Invitations to see all sent invitations with their status (pending, accepted, declined, expired), assigned role, who sent them, and when they expire.

Canceling Invitations

In Settings → Team → Pending Invitations, click "Cancel" next to an invitation and confirm. Cancel an invitation when it was sent to the wrong email, the role was wrong, or the person is no longer joining.

Requires: Admin or Owner role.

Accepting and Declining

A recipient accepts or declines from the invitation email:

1. Click the invitation link in the email
2. Log in (or create an account if new)
3. Review the organization details
4. Click "Accept Invitation" or "Decline Invitation"

Note: The logged-in account's email must match the invited email to accept.

Invitation Statuses

Status	Description	Can Resend?
pending	Sent, awaiting response	No (cancel first)
accepted	Member joined the organization	N/A
declined	Recipient rejected the invitation	Yes
expired	7 days passed without a response	Yes

Limits and Restrictions

Member Limits by Plan

Plan	Max Members	Max Pending Invitations
Free	3	0 (upgrade required)
Pro	10	10
Business	25	25
Unlimited	Unlimited	Unlimited

Invitation Rules

• Roles you can invite to: Admin, Member, Viewer
• Cannot invite as Owner (transfer ownership after joining instead)
• Can invite an email that isn't registered yet
• Cannot invite an existing organization member
• Cannot send duplicate invitations to the same email
• Invitations expire after 7 days
• Can resend after cancellation or expiration

Best Practices

Use Descriptive Role Assignments

• Admin — team leads who manage settings
• Member — content creators and marketers
• Viewer — clients and stakeholders who need read-only access

Avoid making everyone an Admin "just in case," and prefer Viewer over Member when read-only is sufficient.

Review Invitations Regularly

Check Settings → Team → Pending Invitations periodically. A pile of pending invites may mean email deliverability issues or that follow-up is needed.

Clean Up Old Invitations

Cancel stale pending invitations and re-send if the person still needs access.

Troubleshooting

"User is already a member"

The email is already in the organization. Check the members list; if their role is wrong, change the role instead of re-inviting.

"Invitation already sent"

A pending invitation already exists for this email. Cancel it first, then send a new one.

"Invitation has expired"

More than 7 days passed. Cancel the expired invitation and send a new one; the recipient must accept within 7 days.

"Member limit reached"

Your organization hit its plan's member limit. Remove inactive members or upgrade your plan (see Settings → Billing).

"Email doesn't match"

The logged-in user's email differs from the invited email. Log out and sign in (or register) with the invited email, then accept.

Invitation Email

Recipients receive an email containing:

• The inviter's name and the organization name
• The assigned role (Admin, Member, or Viewer)
• A call-to-action button with the invitation link
• An expiration notice (7 days)

Security

Email Verification

• Token-based — a unique, cryptographically secure token per invitation
• Email matching — the recipient must sign in with the invited email
• Expiration — 7-day validity period
• Single-use — the token is invalidated after acceptance or decline

Access Control

• Only Admins and Owners can send invitations
• Only the invited email can accept the invitation
• Invitation details are hidden after expiration

Related Guides

• Organizations - Creating and managing organizations
• Roles & Permissions - Understanding access control
• Projects - Organizing work with projects

Next Steps

1. Invite your first team member
2. Assign appropriate roles based on responsibilities
3. Track invitation acceptance in Settings → Team