Invite team members to your organization

Before you start

• You need to be an organization admin. Only admins see Organization Settings. If you can't find it, ask an admin to invite people for you.
• Each new member uses a seat. You can only invite as many people as you have free seats. Pending invitations don't use a seat until they're accepted.
• Have their work email addresses ready. Your teammate must accept with the same address you invite.

1. Open the Members page

1. Click Settings (the gear icon), then choose Organization Settings.
2. Under General, click Members.
3. Click Invite member in the top-right of the Organization Members card.

If you're running low on seats, you'll see "Only 2 open seats left" next to the button. With no seats left, the button is greyed out. Contact support to add more.

2. Enter email addresses

1. In Email address(es), type or paste the people you want to invite. Put one per line, or separate them with commas.
2. Check the count under the box. It shows how many emails were detected and how many seats you have left.
3. Only tick Grant administrator permissions if these people should manage the whole organization. Admins can access every workspace and project, and can change organization settings.
4. Click Continue.

TopMod checks each address before moving on. It stops you if an address isn't valid, if the person is already a member, or if you've entered more people than you have seats.

3. Choose workspaces and team roles

The second screen (Step 2 of 2) decides where your teammates can work. Everyone you invite gets the same settings.

1. Use Add a workspace to pick each workspace they should join.
2. For each workspace, choose a Team Role. You must choose one for every workspace before you can continue.
3. Optionally, use Projects to add them to specific open projects in that workspace straight away.
4. Tick Workspace Admin if they should see every project in that workspace and be able to change its settings.

Pick the Team Role that matches what they'll do:

• Tester: people doing the testing. Counts towards testing capacity and utilization.
• Lead: people leading testing activity. Not counted in standard tester capacity.
• Observer: people who need access but aren't part of the testing team, such as producers.

A Team Role never grants edit access to a project on its own. To give someone edit rights on a project, tag them as Lead in that project's team settings.

If you ticked Grant administrator permissions on the first screen, every workspace is already listed. You only need to choose a Team Role for each one.

4. Confirm and share the links

1. Click Confirm. TopMod creates the invitations and emails each person.
2. You'll see "Invitation sent to" with a personal link for each person. Click Copy link if you'd like to send it yourself, for example in Slack.
3. Click Done.

If TopMod couldn't confirm an email was sent, it tells you. Copy that person's link and send it to them directly.

Manage pending invitations

Invitations last 7 days. Until they're accepted, they're listed under Pending invitations on the Members page, with a status of Pending or Expired.

• Resend sends a fresh email with a new link and resets the 7 days. The old link stops working. Use it for expired invitations, or when someone can't find the email.
• Revoke cancels the invitation, so the link stops working.

What your teammate sees

1. They get an email with the subject "You've been invited to join your organization on TopMod". They click Accept invitation.
2. TopMod opens a "You're invited" page that says which organization and role they're joining.
3. New to TopMod? They click Create an account. Already have an account? They click Log in to accept. Signed in already? They click Accept invitation.
4. Once they're in, they land in your organization with the workspaces and projects you chose.

They must use the email address the invitation was sent to.

Troubleshooting

• "Already a member of this organization": remove that address. They already have access.
• "Not a valid email address": check the address for typos or extra characters.
• "Only N seats are available": remove some addresses, or contact support to add seats.
• Invite member is greyed out: you have no free seats. Free one up or contact support.
• Your teammate sees "Invalid invitation": the link has expired, been revoked or already been used. Resend it from Pending invitations.
• Your teammate sees "Wrong account": they're signed in with a different email. They should sign out and sign in with the invited address.