Grow your team by inviting colleagues to join your organization. This guide covers everything administrators need to know about inviting new team members.
Who Can Invite Members?
Only Administrators can invite new team members. If you’re a Member and need to add someone, ask an Admin in your organization.
How to Invite Members
Step-by-Step
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Go to Team Members page
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Find the Invite Member section
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Enter email addresses in the input field
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For multiple invites, separate emails with commas
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Example:
john@company.com, sarah@company.com
- Select a role from the dropdown:
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Member - Standard access
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Admin - Full management access
- Click Invite
What Happens Next
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Invitation email sent - Each person receives an email with instructions
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Pending status - Invitations appear in your pending list
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User accepts - They click the link, sign in, and join your team
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Team updated - They appear in your team member list
Managing Pending Invitations
Viewing Pending Invites
After inviting members, you’ll see them in the Pending Invitations section:
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Email address
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Status (Pending, Accepted, etc.)
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Actions menu
Removing a Pending Invite
If you need to cancel an invitation:
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Find the invitation in the pending list
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Click the menu icon (three dots)
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Select Remove Invite
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Confirm the removal
Note: Removed invitations can no longer be accepted. You’ll need to send a new invitation if needed.
Invitation Rules and Limits
Email Validation
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Each email must be a valid format
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Separate multiple emails with commas
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Spaces around emails are automatically trimmed
Common Errors
| Error | Cause | Solution |
|---|---|---|
| “Invalid email address” | Email format incorrect | Check email spelling and format |
| “Already part of the organisation” | User is already a member | No action needed |
| “Already has a pending invitation” | Invitation already sent | Wait for them to accept or remove the pending invite |
Plan User Limits
Each subscription plan has a maximum number of users:
| Plan | Maximum Users |
|---|---|
| Solo | 1 |
| Team / Department | 10 |
| Firm Small | 25 |
| Firm Mid | 75 |
| Firm Large | 200 |
| Firm Enterprise | 500 |
| Firm Global | 2,000 |
| Custom | 2,000+ |
You’ll see your current team size and limit displayed when inviting:
Current team size: 5 / 10 users
Current team size: 5 / 10 users
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## What Invitees Experience
When someone receives your invitation:
### The Email
- Sent from Reformat
- Contains organization name and your details
- Includes a secure link to accept
### Accepting the Invitation
1. Click the link in the email
2. Sign in or create an account (with the invited email)
3. Review invitation details:
- Organization name
- Invited by (your name)
- Assigned role
4. Click **Accept Invitation & Join Team**
5. Redirected to Team Members page with success message
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## Best Practices
### Choosing Roles
- **Start with Member** - You can always promote later
- **Limit Admins** - Only give admin access to those who need it
- **Multiple Admins** - Have at least 2 admins for backup
### Inviting in Bulk
For large teams:
1. Prepare your email list
2. Paste all emails comma-separated
3. Consider inviting in batches for easier tracking
### Communication
- Let invitees know to expect the email
- Mention to check spam/junk folders
- Provide the organization name so they recognize it
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## Alternative: Company Domain Auto-Join
Instead of individual invitations, you can enable domain-based joining:
1. Set your company domain in **Company Domain Settings**
2. Users with matching emails can request to join
3. Approve their requests as they come in
This is ideal for:
- Large organizations
- Frequent new hires
- Self-service onboarding
See https://community.reformatword.com/t/managing-your-workspace/43/1 instructions.
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**Having trouble with invitations?** Ask in the [Support category](https://community.reformatword.com/c/support) for help.