Inviting Users

Invite team members to collaborate in your IntelliRepo organization. This guide covers the invitation process and options.

Who Can Invite Users

Only Admins and Owners can invite new users to the organization.

Sending an Invitation

1. Go to Settings > Team
2. Click Invite Member
3. Enter the user's email address
4. Select their role:
   • Viewer - Read-only access
   • Member - Can create and manage content
   • Admin - Can manage users and settings
5. Click Send Invite

The user receives an email with instructions to set up their account.

Role Options

Choose the appropriate role based on what the user needs to do:

Viewer

• View collections and documents
• Use chat to ask questions
• Cannot upload, edit, or delete anything

Best for: Executives, stakeholders, or team members who only need to consume information.

Member

• Everything Viewers can do
• Create collections
• Upload and manage documents
• Use all features except admin settings

Best for: Most team members who actively contribute content.

Admin

• Everything Members can do
• Invite and remove users
• Change user roles
• Manage API keys
• Access organization settings

Best for: Team leads or IT administrators who manage the platform.

The Invitation Email

Invited users receive an email containing:

• Your organization name
• Instructions to create their account
• A link to set their password

The invitation link expires after 7 days. If expired, you can resend the invitation.

Pending Invitations

View pending invitations in Settings > Team:

• See who hasn't accepted yet
• Resend invitations if needed
• Cancel invitations

Resending an Invitation

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

Canceling an Invitation

1. Find the pending invitation
2. Click Cancel
3. The invitation link becomes invalid

Bulk Invitations

Currently, invitations must be sent one at a time. For bulk invitations:

1. Send invitations individually
2. Or contact support for Enterprise bulk import options

Team Size Limits

Your plan determines the maximum team size:

If you've reached your limit:

• Upgrade your plan
• Remove inactive users
• Contact sales for custom limits

What New Users See

When a new user logs in for the first time:

1. They see all public collections
2. They can immediately ask questions
3. Their actions depend on their role (see above)

For private collections, users must be explicitly added as members.

Inviting to Private Collections

Private collection access is separate from organization membership:

1. First invite them to the organization (this page)
2. Then add them to specific private collections
3. See Roles & Permissions for collection-level access

Best Practices

Start with Appropriate Roles

Give new users the minimum role they need. You can always upgrade later.

Onboard New Users

Point new users to:

• Quick Start Guide
• Relevant collections for their team
• Team documentation on tagging/organization conventions

Review Regularly

Periodically check your team list for:

• Users who have left the company
• Inactive accounts
• Outdated role assignments

Troubleshooting

User Didn't Receive Email

1. Check their spam/junk folder
2. Verify the email address is correct
3. Resend the invitation
4. If still not working, they can contact support

Invitation Expired

Simply resend the invitation. A new link is generated.

Wrong Role Assigned

1. Go to Settings > Team
2. Find the user
3. Click to change their role

Related Articles

• Roles & Permissions
• Deactivating Users
• Organization Setup

Need Help?

Contact our support team if you have trouble inviting users.