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Inviting Team Members

Overview​

Invite team members to collaborate on projects, track time, and view reports within your workspace. Each member can have different roles and permissions based on their responsibilities.

Tier Limits

The number of team members you can invite depends on your subscription tier:

  • FREE: 5 members total (unit level)
  • PRO: 20 members total (unit level)
  • ENTERPRISE: Unlimited members

Invitation Process​

Step 1: Access Member Management​

  1. Select your workspace from the workspace selector
  2. Navigate to Team in the sidebar
  3. Click the "Invite Member" button

Step 2: Enter Member Details​

Fill in the invitation form:

Email Address (Required)​

  • Format: Valid email address
  • Validation: CADENSA checks if email is already registered
  • Multiple invites: Enter one email at a time

Role Assignment (Required)​

Select the role for the new member:

  • 👁️ Viewer - Read-only access
  • ** Member** - Can track time and manage own entries
  • 👨‍💼 Manager - Can manage projects, tasks, and members
  • 👑 Owner - Full workspace control (transfer ownership)

See Workspace Roles for detailed permission breakdown.

Personal Message (Optional)​

  • Purpose: Add context to the invitation
  • Character limit: 500 characters
  • Example: "Welcome to our Marketing team workspace! Feel free to reach out if you have any questions."

Step 3: Send Invitation​

Click "Send Invitation" button.

What happens next:

  1. ✉️ Email sent to invitee with invitation link
  2. Invitation appears in "Pending Invitations" list
  3. ⏰ Invitation expires after 7 days
  4. 🔄 Can be resent or canceled before acceptance

Invitation Email​

The invitee receives an email with:

Subject: [Your Name] invited you to join [Workspace Name] on CADENSA

Content:

Hi [Invitee Name],

[Your Name] has invited you to join the workspace "[Workspace Name]" on CADENSA.

Role: [Assigned Role]
Workspace: [Workspace Name]

[Personal Message, if provided]

To accept this invitation, click the button below:

[Accept Invitation] button

This invitation expires in 7 days (on [Expiry Date]).

If you don't have a CADENSA account yet, you'll be prompted to create one.

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Questions? Contact <a data-action="support" href="#">support@cadensa.io</a>

Accepting an Invitation​

For Existing CADENSA Users​

  1. Click "Accept Invitation" in the email
  2. Log in to your CADENSA account
  3. Confirm invitation acceptance
  4. Redirected to the workspace

For New Users​

  1. Click "Accept Invitation" in the email
  2. Prompted to create a CADENSA account:
  • Enter password
  • Accept terms of service
  • Complete registration
  1. Email verification (check spam folder)
  2. Verify email and log in
  3. Automatically added to workspace

Managing Pending Invitations​

View Pending Invitations​

Navigate to Team → Pending Invitations tab.

Information displayed:

  • Email address
  • 🎭 Assigned role
  • 📅 Invitation sent date
  • ⏰ Expiry date
  • ⏳ Status (Pending, Expired, Accepted, Declined)

Resend Invitation​

When to resend:

  • Invitee didn't receive email (check spam)
  • Invitation email was deleted
  • Reminder needed

How to resend:

  1. Find invitation in Pending Invitations list
  2. Click "Resend" button
  3. New email sent with new 7-day expiry period

Cancel Invitation​

Reasons to cancel:

  • Invitation sent to wrong email
  • Role no longer needed
  • Person declined verbally

How to cancel:

  1. Find invitation in Pending Invitations list
  2. Click "Cancel" button
  3. Confirmation dialog appears
  4. Click "Yes, Cancel Invitation"
  5. Invitation link becomes invalid

Invitation Limits by Tier​

FREE Tier​

  • Total Members: 5 (unit level)
  • Pending Invitations: Up to 5 (but only 5 can be accepted)
  • Invitation Expiry: 7 days

Example:

Workspace 1: 2 active members, 1 pending
Total: 2/5 members used
Remaining: 3 member slots available

PRO Tier​

  • Total Members: 20 (unit level)
  • Pending Invitations: Up to 30
  • Invitation Expiry: 7 days
  • Bulk Invitations: Invite multiple members at once

Example:

Workspace 1: 8 active members
Workspace 2: 5 active members
Workspace 3: 3 active members
Total: 16/20 members used
Remaining: 4 member slots available

ENTERPRISE Tier​

  • Total Members: Unlimited
  • Pending Invitations: Unlimited
  • Invitation Expiry: Configurable (7-30 days)
  • Bulk Invitations: Unlimited
  • CSV Import: Import member list from CSV file
  • SSO: Single Sign-On (no invitation needed) (Coming Soon)

Bulk Invitations (PRO+)​

Invite multiple members at once.

Method 1: Multiple Emails​

  1. Click "Invite Members" (plural)
  2. Enter emails separated by commas or new lines:
john@example.com
jane@example.com
bob@example.com
  1. Select role (applies to all)
  2. Add optional message
  3. Click "Send Invitations"

Method 2: CSV Import (ENTERPRISE)​

  1. Download CSV template
  2. Fill in member details:
email,role,message
john@example.com,Member,"Welcome to the team!"
jane@example.com,Manager,"You'll be managing Project X"
bob@example.com,Viewer,""
  1. Upload CSV file
  2. Review and confirm
  3. Click "Import and Invite"

Invitation Troubleshooting​

Invitation email not received​

Solutions:

  1. Check spam/junk folder - Most common issue
  2. Verify email address - Check for typos
  3. Wait 5 minutes - Email delivery can be delayed
  4. Resend invitation - Click "Resend" button
  5. Whitelist sender - Add noreply@cadensa.io to contacts
  6. Contact support - If still not received after 30 minutes

Problem: Invitation was sent more than 7 days ago.

Solution:

  1. Ask workspace owner/manager to resend invitation
  2. New invitation email with new link will be sent
  3. Accept within 7 days

"Maximum members reached" error​

Problem: Workspace has reached tier limit.

Solutions:

  1. Remove inactive members - Delete members who no longer need access
  2. Upgrade tier:
  • FREE → PRO (5 → 20 members)
  • PRO → ENTERPRISE (unlimited members)
  1. Wait for member to leave - If someone is leaving soon

Cannot accept invitation (already a member)​

Problem: User is already a member of the workspace.

Reason: Invitation was sent after user was already added.

Solution: No action needed. User can ignore invitation email.

Invitation declined​

What happens:

  • Invitation status changes to "Declined"
  • Invitation link becomes invalid
  • Member slot remains available
  • Can send new invitation if needed

Reason to decline:

  • Wrong email address
  • No longer interested
  • Timing not right

Managing Active Members​

View Active Members​

Navigate to Team → Active Members tab.

Information displayed:

  • Name and avatar
  • Email address
  • 🎭 Role
  • 📅 Join date
  • 🕐 Last active
  • Total time tracked

Change Member Role​

Required permission: Owner or Manager

Steps:

  1. Find member in Active Members list
  2. Click role dropdown next to member name
  3. Select new role
  4. Confirmation dialog appears
  5. Click "Change Role"

Impact:

  • Permissions change immediately
  • Member notified via email (if notifications enabled)
  • Audit log entry created (ENTERPRISE)

Remove Member​

Required permission: Owner or Manager (cannot remove Owner)

Steps:

  1. Find member in Active Members list
  2. Click "Remove" button (trash icon)
  3. Confirmation dialog appears
  4. Optional: Add removal reason (internal note)
  5. Click "Remove Member"

What happens:

  • Member loses access to workspace immediately
  • Historical time entries preserved
  • Member notified via email (if notifications enabled)
  • Member slot becomes available for new invitation
Data Preservation

Removing a member does NOT delete their time entries. Historical data is preserved for reporting and billing purposes.

Member Permissions by Role​

Quick reference for invitation role selection. See Workspace Roles for complete details.

PermissionViewerMemberManagerOwner
View projects
Track time
Edit own time entries
Edit others' time entries
Create projects
Delete projects
Invite members
Remove members
Change workspace settings
Delete workspace

Best Practices​

Do's​

  • Assign appropriate roles - Give members only the permissions they need
  • Include personal message - Helps invitees understand context
  • Send reminders - Resend invitation if not accepted within 3-4 days
  • Verify email addresses - Double-check before sending
  • Onboard new members - Provide training or documentation links

Don'ts​

  • Don't over-invite - Stay within tier limits
  • Don't assign Owner role carelessly - Owner has full control including deletion
  • Don't forget to remove inactive members - Keeps workspace clean and secure
  • Don't share invitation links - Each invitation is email-specific
  • Don't ignore expired invitations - Clean up pending invitations regularly

Invitation Notifications​

For Inviter (Owner/Manager)​

You'll be notified when:

  • Invitation accepted
  • Invitation declined
  • ⏰ Invitation expired (not accepted within 7 days)

For Invitee​

You'll receive emails for:

  • Initial invitation
  • Reminder (3 days before expiry)
  • Expiry warning (1 day before expiry)

Next Steps​

Need Help?​