Add team members to your workspace, assign roles, and manage pending invitations.

Invite Your Team

Workestra is designed for collaboration. Invite your team members to work together in your workspace.

team members settings page

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Understanding Roles

Before inviting team members, it's important to understand the five built-in roles:

Role	Permissions	Best For
Owner	Full access to everything, including billing, workspace deletion, and member impersonation	Founders, C-level
Admin	Can manage members, roles, modules, and all settings; cannot do owner-only actions	IT admins, operations leads
Manager	Operates day-to-day across modules but only sees data for their team (walked recursively up the manager chain)	Sales managers, recruiting leads, project leads
Member	Can create and edit only their own records; no delete, no export, no settings	Sales reps, recruiters, individual contributors
Viewer	Read-only across the workspace; no creates, edits, or deletes	Executives, auditors, clients

Members can hold multiple roles at once — effective permissions are the union of every assigned role with the most-permissive scope winning. You can also create custom roles with specific permissions and scopes, or grant ad-hoc access via the permission request workflow.

How to Invite Team Members

Step 1: Navigate to Members

Click Settings in the left sidebar (or user menu).
Open Administration → Members.
Click the Invite Member button.

Step 2: Fill in User Details

The invitation form includes these fields:

Field	Required	Description
Email	Yes	Work email address (must be unique)
Roles	Yes	One or more roles. Pick a primary role and add more as needed — effective permissions are the union.

After they accept, you can configure two more things on their member row:

Modules — which modules they can open. New invites get every module enabled by default; revoke access per-user from the Modules popover on the Members page.
Manager — who they report to. Set this so team-scoped permissions resolve correctly.

add user form

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Step 3: Send the Invitation

Review the details
Click Send Invitation
The user will receive an email with a link to join

You can send multiple invitations at once. Click Add Another before sending to invite additional users.

Managing Pending Invitations

After sending invitations, you can track their status:

Viewing Pending Invites

Go to Settings > Team Members
Scroll to the Pending Invitations section
See when each invitation was sent

Resending or Canceling

Action	How To	When To Use
Resend	Click the refresh icon next to a pending invite	User didn't receive the email
Cancel	Click the X icon next to a pending invite	Sent to wrong email, or no longer needed
Revoke	Click Remove on an active user	User should no longer have access

What Happens Next

For the Invited User

Receives an email with subject "You've been invited to [Workspace Name]"
Clicks the Accept Invitation button
Creates a Workestra account (or signs in if they already have one)
Is added to the workspace with the assigned role

Invitation links expire after 7 days. If an invitation expires, simply send a new one.

For You (the Inviter)

Receive a notification when the user accepts
See the user in the Team Members list with "Active" status
Can modify their role or remove them anytime

Team Size Limits

Your workspace can have unlimited team members during the 14-day trial. After that:

Plan	Team Members
Starter	Up to 5 users
Professional	Up to 25 users
Enterprise	Unlimited

When you downgrade or your trial ends, existing users beyond your plan limit will remain active, but you won't be able to add new users until you're under the limit.

Best Practices

Start with Admins

Invite other admins first to help with setup
Then invite team members who will use the system daily
Finally, add viewers (executives, clients) once data is populated

Use Departments

Assign departments to users for:

Better organization in the team directory
Filtered views (e.g., "Show only Sales team contacts")
Department-specific reporting

Regular Cleanup

Periodically review your team member list:

Remove users who have left the company
Update roles as people change positions
Ensure the right people have access to sensitive data
Triage outstanding requests under Settings → Administration → Permission Requests

Troubleshooting

User Didn't Receive Invitation

Ask them to check spam/junk folders
Verify the email address is correct
Resend the invitation
If using corporate email, their IT may be blocking the email — try a personal email

User Can't Accept Invitation

Check if the invitation expired (older than 7 days)
Ensure they're clicking the link in the same browser session
Try sending a new invitation

"Email Already in Use" Error

This means the email is already associated with a Workestra account:

Ask the user to sign in with their existing account
Then accept the workspace invitation

Next Steps

Now that your team is invited, let's choose which modules to enable:

Next: Choose Your Modules →

Invite Your Team

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