Inviting Team Members

How to invite new team members to your ToolTrack AI organization, assign roles, and manage pending invitations.

Inviting Team Members

Owners and Admins can invite new people to join the organization directly from the Team page.

Sending an Invitation

  1. Navigate to the Team page from the sidebar.
  2. Click the Invite Member button in the top-right corner.
  3. Fill in the invite form:
    • Email address — Enter the email of the person you want to invite.
    • Role — Choose Admin or Member. Only the Owner can promote someone to Admin.
    • Department (optional) — Assign the person to a department if your organization uses them.
  4. Click Send Invite.

The invited person will receive an email with a link to join your organization. They do not need an existing ToolTrack AI account — one will be created for them automatically when they accept.

Managing Pending Invitations

All outstanding invitations appear in the Pending Invitations table below the active team list. For each pending invitation you can see:

  • Email — The address the invite was sent to.
  • Role — The role that was assigned.
  • Invited by — The Admin or Owner who sent the invitation.
  • Date sent — When the invitation was created.

If an invitation has not been accepted, you can resend it or revoke it from this table. Revoking an invitation removes the link and the person will no longer be able to join using it.

Tips

  • Double-check the email address before sending. Invitations go to the exact address you enter.
  • If someone does not see their invitation, ask them to check their spam or junk folder.
  • You can invite multiple people one at a time. Each invitation is tracked separately.
  • Invitations that are accepted will move the person from the Pending table to the Active team list automatically.