Inviting Team Members

Grow your team by inviting new members to join your ArchDoc organization.

Prerequisites

Before inviting:

• ✅ You must be an Admin
• ✅ You must have available seats
• ✅ You need the person's email address

How to Invite

Step 1: Access Settings

1. Navigate to Dashboard
2. Click Settings in the sidebar
3. Find the Team Members section

Step 2: Open Invite Dialog

1. Click the Invite Member button
2. The invitation dialog opens

Step 3: Enter Details

Step 4: Send Invitation

1. Click Send Invitation
2. An email is sent to the invitee
3. The invitation appears in your pending list

What the Invitee Receives

The invited person gets an email with:

• Your organization name
• Their assigned role
• A link to accept the invitation

The Acceptance Process

1. They click the invitation link
2. Fill in their name and password
3. Accept the invitation
4. They can now sign in

See Accepting Invitations for the invitee's perspective.

Choosing the Right Role

Member (Default)

Choose Member for most team members:

• Developers
• Writers
• Reviewers
• Contributors

Admin

Choose Admin sparingly for:

• Team leads
• Department heads
• People who need to manage billing
• People who need to manage team

Invitation Limits

Seat Availability

If all seats are used:

• You cannot send new invitations
• Remove inactive members to free seats
• Or upgrade/add seats

Pending Invitations

Pending invitations count toward your seat limit:

• A pending invite reserves a seat
• Cancel pending invites to free seats
• Expired invites automatically free seats

Managing Pending Invitations

Viewing Pending Invites

1. Go to Dashboard > Settings
2. Scroll to Pending Invitations
3. See all outstanding invites

Resending an Invitation

If someone didn't receive or lost the email:

1. Find the invitation in the pending list
2. Click Resend
3. A new email is sent

Canceling an Invitation

If you need to revoke an invitation:

1. Find the invitation in the pending list
2. Click Cancel or the ❌ button
3. The invitation is invalidated
4. The seat becomes available

Invitation Expiration

Invitations expire after a set period (typically 7 days):

• Expired invitations are automatically removed
• The seat becomes available
• Send a new invitation if still needed

Troubleshooting

Invitation Not Received

Check:

• The email address is correct
• Check spam/junk folder
• Corporate email filters may block
• Try resending the invitation

Invitation Link Not Working

Possible causes:

• Invitation expired
• Invitation was canceled
• Link was already used

Solution: Send a new invitation.

No Seats Available

Options:

• Remove inactive team members
• Cancel pending invitations
• Upgrade your plan
• Add more seats (Base plan)

Can't Find Invite Button

Ensure:

• You're logged in as Admin
• You're on the Settings page
• You have available seats

Best Practices

Verify Email Addresses

• Double-check before sending
• Typos waste seats and cause confusion

Set Expectations

• Let invitees know to expect an email
• Explain what ArchDoc is used for
• Point them to documentation

Choose Roles Carefully

• Default to Member role
• Only grant Admin to those who need it
• Review roles periodically

Clean Up Pending Invitations

• Cancel invitations that won't be accepted
• Free seats for active team members
• Set reminders for follow-up