Inviting a team member

What an invitation is

An invitation is a private link tied to one email address and one role. The person opens it, sees your company name and the role they've been offered, signs in with a six-digit emailed code, and lands in your workspace with that role already applied.

Invitations expire after 7 days and work once. Only owners and managers can send one. A manager can invite anyone up to manager, and only an owner can invite another owner. See Roles and what each one can do.

Sending an invitation

1. Go to Settings → Team.

2. Under Invite someone, enter their email address and pick a role. The line above the form says what that role can do.

3. Click Send invite.

We email them the link straight away, from OnTote, with your name and company on it. Replies go to you, not to us. The page confirms with "Invitation emailed to …", and Copy link is there if you'd also like to send it yourself.

If the email can't be sent, the page says so and shows the link instead. Copy it and send it to them however you normally would. The link is only shown right after you send or resend, so copy it before you leave the page.

Resending an invitation

Pending invitations are listed under Pending invites, with when each was last emailed. If someone can't find the email, or the invitation has expired, click Resend.

Resending emails a new link and gives it a fresh 7 days. The link from the earlier email stops working, so point them at the newest one. An invitation can be emailed at most once a minute and five times in total, counting the first email. After that, revoke it and send a new one.

Accepting an invitation

The person you invited:

1. Opens the invite link. It shows your company name and their role, with "You've been invited."

2. Enters the email address the invitation was sent to and gets a six-digit code. A different address won't work.

3. Enters the code and lands in your workspace.

If the link has expired, been replaced by a resend, or already been used, the page reads "Invitation unavailable" and tells them to ask for a new one.

Revoking an invitation

Click Revoke next to a pending invitation to cancel it. The link stops working immediately.

If someone leaves

Go to Settings → Team, find them under People, and click Disable. They lose access to the workspace straight away. Their name stays on the history they're part of, such as stops they completed, and you can re-invite them later if they come back.

Related: Logging in and resetting your password.