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

1. Navigate to Settings → User Management.
2. Click Invite User.
3. Enter the new member's email address.
4. Select a role for the new member:
   • Administrator — Full access to all features and settings.
   • Employee — Access to daily workflow features.
5. Click Send Invitation.

Invite user dialog with email and role fields

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).

tip

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:

1. Find the invitation in the pending invitations list.
2. Click the Cancel action.
3. 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:

1. Cancel the expired invitation.
2. 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.