Invitations
FlowForth uses an email-based invitation system to add new team members to your organization. This guide explains how to send, manage, and troubleshoot invitations.
Before You Begin
- You need the Organization Admin role to send invitations.
- Your organization must have available seats on its current plan. See Subscription & Billing for details.
Sending an Invitation
- Navigate to Settings → User Management.
- Click Invite User.
- Enter the new member's email address.
- Select a role for the new member:
- Administrator — Full access to all features and settings.
- Employee — Access to daily workflow features.
- Click Send Invitation.
The system sends an email to the specified address with a link to accept the invitation and create an account (or join with an existing account).
The invitation email is written in your organization's Default Communication Language, and the link opens the registration page in that same language.
Double-check the email address before sending. If the email is incorrect, you will need to cancel the invitation and send a new one.
Invitation Lifecycle
Invitations follow this lifecycle:
| Status | Description |
|---|---|
| Pending | Invitation has been sent and is waiting for the recipient to accept |
| Accepted | Recipient has accepted and joined the organization |
| Expired | The 7-day acceptance window has passed without the recipient accepting |
Viewing Pending Invitations
On the User Management page, pending and expired invitations are displayed separately from active members. Each invitation shows:
- Email — The invited email address
- Role — The assigned role (shown as a colored badge)
- Invited Date — When the invitation was sent
- Expires Date — When the invitation will expire
- Status — Pending or Expired
Cancelling an Invitation
To cancel a pending invitation:
- Find the invitation in the pending invitations list.
- Click the Cancel action.
- Confirm the cancellation.
The invitation link becomes invalid immediately, and the seat is freed up.
Re-Inviting After Expiration
If an invitation expires before the recipient accepts:
- Cancel the expired invitation.
- Send a new invitation to the same email address.
The recipient will receive a fresh email with a new 7-day acceptance window.
Seat Limits
Invitations count toward your organization's seat limit:
- Each pending invitation reserves a seat.
- If you are at your maximum seat count, you cannot send new invitations.
- Cancel unused invitations or upgrade your plan to free up seats.
The seat usage indicator on the User Management page shows your current usage and limit.
What's Next?
- User Management — Manage existing team members.
- Subscription & Billing — Upgrade your plan for more seats.
- Understanding User Roles — Learn about the differences between roles.
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