Help Center

How to invite and manage team members

Invite teammates, choose their role and access, resend secure invitations, and manage accepted members.

Owners can invite teammates to work with cards and projects while keeping billing and account settings private.

Use this guide when

you need to invite someone, choose the right access, resend a secure invitation, or change an accepted member.

Before you start

  • Confirm the teammate's exact sign in email address.
  • Decide what they need to do and which resources they need to see.
  • For Selected projects or Selected cards, have at least one assignment ready.

Steps

  1. Open Teams.
  2. Choose Create team if you need one, or choose Manage on a team under Teams I manage.
  3. Select Invite member.
  4. Enter the teammate's exact sign in email address.
  5. Choose a role: Admin, Editor or Viewer.
  6. Under Access, choose All resources, Selected projects or Selected cards. Add the required assignments, then choose Invite via Email.
Invite team member form in two parts: an email address and the Role choices, then the Access choices, marked with numbers 1 to 3.
  1. The email address they use to sign in.
  2. Role sets what they can do.
  3. Access sets which cards they can reach.
Enter the teammate's exact sign in email, then choose a role and their access.

Team names can contain up to 64 characters. New invitations start as Editor with All resources access unless you choose another valid setup.

What the recipient does

The person you invite answers in Zapped, signed in with the exact invited email address.

  1. Sign in with the exact invited email address and review the invitation in Zapped.
  2. If Accept and open and Decline are available, the address is already verified and the recipient can respond immediately.
  3. If Verify email appears, select it, open the newest message and choose Review secure invitation.
  4. After Invitation verified appears, return to Zapped and accept or decline.

Understand membership status

The team page shows where each person is.

Members of Vega Creative Studio with two people and an open invitation, showing Invite member, a role and access and a status marked 1 to 3.
  1. Invite member adds a person to this team.
  2. Each row shows the person's role and access.
  3. Invited means they have not answered yet. Accepted means they joined.
Members lists each person with their role, their access and whether they have accepted.
  • Invited or Invitation waiting: The membership is still pending. Members shows Invited, and the person you invited sees Invitation waiting.
  • Verify email: The recipient must prove their current account email before responding in Zapped.
  • Invitation verified: The secure link was checked for the signed in recipient. This is a passing message, not a lasting status.
  • Accepted: The membership is active and the recipient can choose Open workspace.

Owner only areas

Open a member to change their role, access or assignments. Removing an accepted member ends their shared workspace access.

Billing, account preferences, API keys, purchases, team ownership and member administration remain owner only.

Good ways to use this

  • Start with the least access a person needs, and add more later.
  • Use Selected projects when a teammate only works on one client or department.
  • Check the people marked Invited before you add more, because a pending invitation already uses a member place.

Common questions

Does a pending invitation count toward my plan?

Yes. A pending invitation uses one member login right away, whatever its role, so a Viewer uses one too. After the person accepts, they keep using that login. Cancelling, declining or letting the invitation expire after 14 days releases it. You, the owner, do not use a member login.

Can I change the email on an invitation?

No. The email address is fixed once someone is invited. Remove the pending invitation and create a new one for the correct address.

How long does an invitation last?

14 days. Resend invite starts another 14 days, and you can resend an invitation up to 3 times an hour.

What happens when I remove someone?

An accepted member loses access to the shared workspace and gets an email saying so. Their own account and cards are not affected. A pending invitation is cancelled, its link stops working and no email goes out.

Can I invite someone on Solo?

No. Solo does not include team logins. Team and Business plans do, and your plan page shows how many you have.

If something looks wrong

  • The recipient can use Verify email in Zapped. Use Resend invite if the secure link is no longer current, then ask the recipient to use the newest message.
  • If the address is wrong, remove the pending invitation and create a new one for the correct address.
  • Owners and support cannot accept an invitation for another person.
  • If you cannot invite another person, your plan has no member logins left, counting open invitations. Remove an unused invitation or move to a bigger plan.

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