Inviting to Your Workspace
Sending Invitations
1
Go to Settings
Click Settings in the sidebar.
2
Select Members
Navigate to the Members section.
3
Click Invite
Click the Invite members button.
4
Enter email addresses
Add one or more email addresses, separated by commas.
5
Select role
Choose the role for these new members.
6
Send
Click Send invitations.
Invitation Roles
When inviting, choose the appropriate role:| Role | Description | Best For |
|---|---|---|
| Admin | Manage workspace, members, and settings | Team leads, managers |
| Member | Create and edit content in accessible projects | Regular team members |
| Guest | Limited access to specific projects | External collaborators, clients |
Roles & Permissions
Learn more about what each role can do.
The Invitation Process
What Invitees Receive
Invited people receive an email containing:- Workspace name and who invited them
- Link to accept the invitation
- Instructions for getting started
Accepting an Invitation
When someone clicks the invitation link:- New users: Create a Trilo account, then join the workspace
- Existing users: Sign in and join the workspace directly
Invitation Status
Track invitation status in Members settings:| Status | Meaning |
|---|---|
| Pending | Invitation sent, not yet accepted |
| Accepted | Invitation accepted, member active |
| Expired | Invitation not accepted in time |
Resending Invitations
If someone hasn’t received or lost their invitation:- Go to Settings > Members
- Find the pending invitation
- Click Resend
- A new email is sent
Revoking Invitations
Cancel a pending invitation:- Go to Settings > Members
- Find the pending invitation
- Click Revoke or the X icon
- The invitation link no longer works
Inviting Guests
Guests have limited access, perfect for external collaborators.When to Use Guest Access
- External contractors or freelancers
- Clients who need project visibility
- Partners collaborating on specific work
- Temporary collaborators
Inviting a Guest
1
Start invitation
Go to Settings > Members > Invite.
2
Enter email
Add the guest’s email address.
3
Select Guest role
Choose Guest from the role dropdown.
4
Select projects
Choose which projects the guest can access.
5
Send
The guest receives an invitation with limited access.
Guest Limitations
Guests can:- Access assigned projects only
- View and interact with allowed content
- Participate in project chat
- Be assigned tasks (depending on permissions)
- See other projects in the workspace
- Access workspace settings
- Invite other members
- See the full member list
Bulk Invitations
Inviting Multiple People
Add several people at once:- In the invite form, enter multiple emails
- Separate with commas or new lines
- All receive the same role
- Send invitations
Different Roles for Different People
To assign different roles:- Send separate invitations for each role
- Or invite everyone as Members, then upgrade specific people to Admin
Managing Pending Invitations
Viewing Pending Invitations
In Settings > Members, you can see:- All pending invitations
- When each was sent
- Who sent the invitation
- The assigned role
Invitation Expiration
Invitations expire after a set period (typically 7 days). After expiration:- The link no longer works
- You can send a new invitation
After Someone Joins
New Member Onboarding
When someone accepts an invitation:- They appear in the Members list
- They get access based on their role
- They can start exploring the workspace
Adding to Projects
For members who need project access:- Go to the project
- Open project settings > Members
- Add the new member
- Set their project role
Invitation Best Practices
Use appropriate roles
Use appropriate roles
Give people the minimum access they need. Start with Member and upgrade to Admin only if necessary.
Add context to invitations
Add context to invitations
When inviting, let people know (via separate email) what the workspace is for and what they’ll be working on.
Follow up on pending invitations
Follow up on pending invitations
Check periodically for pending invitations. Follow up with people who haven’t accepted.
Clean up regularly
Clean up regularly
Remove members who no longer need access. Revoke invitations that won’t be accepted.
Use guests for external people
Use guests for external people
Always use Guest role for people outside your organization. This protects sensitive workspace information.
Troubleshooting
Invitation email not received
Invitation email not received
- Check spam/junk folder
- Verify email address is correct
- Try resending the invitation
- Check if corporate email filters might block it
Invitation link not working
Invitation link not working
- The invitation may have expired
- The invitation may have been revoked
- Send a new invitation
Can't invite someone
Can't invite someone
- Verify you have Admin permissions
- Check if they’re already a member
- Ensure you’re entering a valid email
New member can't see projects
New member can't see projects
- They need to be added to specific projects
- Check project access settings
- Verify their role has appropriate permissions
Removing Members
Removing from Workspace
To remove someone completely:- Go to Settings > Members
- Find the member
- Click Remove or the menu icon
- Confirm removal
Deactivating vs. Removing
| Action | What Happens |
|---|---|
| Remove | Completely removes from workspace |
| Deactivate | Suspends access, preserves their activity history |