> ## Documentation Index
> Fetch the complete documentation index at: https://docs.trilo.chat/llms.txt
> Use this file to discover all available pages before exploring further.

# Inviting Members

> Add team members to your workspace and projects

Building your team in Trilo starts with inviting members. This guide covers how to add team members, manage invitations, and configure access.

## Inviting to Your Workspace

### Sending Invitations

<Steps>
  <Step title="Go to Settings">
    Click **Settings** in the sidebar.
  </Step>

  <Step title="Select Members">
    Navigate to the **Members** section.
  </Step>

  <Step title="Click Invite">
    Click the **Invite members** button.
  </Step>

  <Step title="Enter email addresses">
    Add one or more email addresses, separated by commas.
  </Step>

  <Step title="Select role">
    Choose the role for these new members.
  </Step>

  <Step title="Send">
    Click **Send invitations**.
  </Step>
</Steps>

### 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 |

<Card title="Roles & Permissions" icon="user-shield" href="/collaboration/roles-permissions">
  Learn more about what each role can do.
</Card>

## 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:

1. **New users**: Create a Trilo account, then join the workspace
2. **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:

1. Go to **Settings > Members**
2. Find the pending invitation
3. Click **Resend**
4. A new email is sent

### Revoking Invitations

Cancel a pending invitation:

1. Go to **Settings > Members**
2. Find the pending invitation
3. Click **Revoke** or the X icon
4. 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

<Steps>
  <Step title="Start invitation">
    Go to **Settings > Members > Invite**.
  </Step>

  <Step title="Enter email">
    Add the guest's email address.
  </Step>

  <Step title="Select Guest role">
    Choose **Guest** from the role dropdown.
  </Step>

  <Step title="Select projects">
    Choose which projects the guest can access.
  </Step>

  <Step title="Send">
    The guest receives an invitation with limited access.
  </Step>
</Steps>

### Guest Limitations

Guests can:

* Access assigned projects only
* View and interact with allowed content
* Participate in project chat
* Be assigned tasks (depending on permissions)

Guests cannot:

* 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:

1. In the invite form, enter multiple emails
2. Separate with commas or new lines
3. All receive the same role
4. Send invitations

**Example:**

```
alice@company.com, bob@company.com, carol@company.com
```

### 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:

1. They appear in the Members list
2. They get access based on their role
3. They can start exploring the workspace

### Adding to Projects

For members who need project access:

1. Go to the project
2. Open project settings > Members
3. Add the new member
4. Set their project role

Or with default access settings, members may automatically have access to projects.

## Invitation Best Practices

<AccordionGroup>
  <Accordion title="Use appropriate roles">
    Give people the minimum access they need. Start with Member and upgrade to Admin only if necessary.
  </Accordion>

  <Accordion title="Add context to invitations">
    When inviting, let people know (via separate email) what the workspace is for and what they'll be working on.
  </Accordion>

  <Accordion title="Follow up on pending invitations">
    Check periodically for pending invitations. Follow up with people who haven't accepted.
  </Accordion>

  <Accordion title="Clean up regularly">
    Remove members who no longer need access. Revoke invitations that won't be accepted.
  </Accordion>

  <Accordion title="Use guests for external people">
    Always use Guest role for people outside your organization. This protects sensitive workspace information.
  </Accordion>
</AccordionGroup>

## Troubleshooting

<AccordionGroup>
  <Accordion title="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
  </Accordion>

  <Accordion title="Invitation link not working">
    * The invitation may have expired
    * The invitation may have been revoked
    * Send a new invitation
  </Accordion>

  <Accordion title="Can't invite someone">
    * Verify you have Admin permissions
    * Check if they're already a member
    * Ensure you're entering a valid email
  </Accordion>

  <Accordion title="New member can't see projects">
    * They need to be added to specific projects
    * Check project access settings
    * Verify their role has appropriate permissions
  </Accordion>
</AccordionGroup>

## Removing Members

### Removing from Workspace

To remove someone completely:

1. Go to **Settings > Members**
2. Find the member
3. Click **Remove** or the menu icon
4. Confirm removal

The person loses all access immediately.

### Deactivating vs. Removing

| Action         | What Happens                                      |
| -------------- | ------------------------------------------------- |
| **Remove**     | Completely removes from workspace                 |
| **Deactivate** | Suspends access, preserves their activity history |

Use deactivation when you might want to restore access later.

## Next Steps

<CardGroup cols={2}>
  <Card title="Roles & Permissions" icon="user-shield" href="/collaboration/roles-permissions">
    Understand access control in detail.
  </Card>

  <Card title="Real-time Collaboration" icon="users" href="/collaboration/real-time-collaboration">
    Learn about working together in real-time.
  </Card>
</CardGroup>