👥Important

Inviting Team Members

Add team members to your workspace

5 min read
Beginner

Inviting Team Members

Growing your team in SignNXT is simple. Owners and Admins can invite new members by email, and invitees receive a secure link to join your workspace.

Only Workspace Owners and Admins can invite new team members. Regular Members cannot send invitations.

Before You Invite


Check Your Subscription

Make sure you have available seats in your subscription:

  • Starter Plan: Up to 5 users
  • Professional Plan: Unlimited users

If you're at your seat limit, you'll need to upgrade your plan before inviting more members.

Each invitation reserves a seat immediately, even before the person accepts. Cancel unused invitations to free up seats.


Decide on Role and Team

Before sending an invitation, determine:

  1. Workspace Role: Admin or Member?
  2. Team Assignment: Which team (if any)?
  3. Team Role: Team Lead or Member? (if assigning to a team)

See our Understanding Workspace Roles guide for help choosing the right role.

Inviting a New Member

Step 1: Open the Invite Modal

  1. Go to Settings (click your profile icon in the top right)
  2. Click the Team tab
  3. Click the Invite Member button

Step 2: Enter Email Address

In the invitation modal, enter the person's email address.

Important:

  • Use their work email address
  • Double-check for typos
  • The person must use this exact email to accept

Step 3: Set Workspace Role

Choose the appropriate workspace role:

Admin - Can manage users and view/edit all documents

  • Choose this for managers, department heads, or trusted administrators
  • They'll have full access to all documents and settings (except billing)

Member - Can create and manage own documents

  • Choose this for regular team members
  • They'll only see their own documents and shared documents
  • This is the recommended default for most users

Start with Member role by default. You can always promote them to Admin later if needed.

Step 4: Assign to Team (Optional)

If you've created teams in your workspace, you can assign the new member to a team:

  1. Click the Team dropdown
  2. Select a team from the list, or choose "No team"
  3. Teams are optional - members can work without being on a team

If you don't see any teams in the dropdown, you haven't created any teams yet. Teams are optional - you can invite members without assigning them to a team.

Step 5: Set Team Role (If Applicable)

If you assigned the member to a team, choose their team role:

Team Lead - Can view/edit/send all team documents (with audit logging)

  • Choose this for team managers or supervisors
  • They can oversee all documents created by their team
  • All their actions are fully audited

Member - Can create own documents, view team documents

  • Choose this for regular team members
  • They can collaborate on team documents
  • Standard permissions apply

Step 6: Send Invitation

Click Send Invitation to send the email.

The invitee will receive an email with:

  • A secure invitation link
  • Your workspace name
  • Their assigned role
  • Instructions to accept

What Happens Next


For New Users (No SignNXT Account)

  1. They receive the invitation email
  2. Click the invitation link
  3. Taken to signup page with workspace pre-filled
  4. Create their account (name, password)
  5. Automatically added to your workspace
  6. Can start using SignNXT immediately

For Existing Users (Already Have SignNXT Account)

  1. They receive the invitation email
  2. Click the invitation link
  3. Taken to login page
  4. Log in with their existing credentials
  5. Automatically added to your workspace
  6. Can switch between workspaces

Users can be members of multiple workspaces. They'll see a workspace switcher in the top navigation to switch between them.


Invitation Expiration

Invitations expire after 7 days for security reasons.

If an invitation expires:

  • The link no longer works
  • The seat is freed up
  • You can send a new invitation

Remind invitees to accept within 7 days. After that, you'll need to resend the invitation.

Managing Pending Invitations


Viewing Pending Invitations

To see all pending invitations:

  1. Go to Settings > Team
  2. Scroll down to the Pending Invitations section
  3. See all invitations that haven't been accepted yet

Each pending invitation shows:

  • Email address
  • Assigned role
  • Team assignment (if any)
  • Date sent
  • Days until expiration
  • Actions (Resend, Cancel)

Resending an Invitation

If someone didn't receive the email or it expired:

  1. Find the invitation in the Pending Invitations list
  2. Click Resend
  3. A new email is sent with a fresh 7-day expiration

Check with the invitee first - the email might be in their spam folder. Ask them to check before resending.


Canceling an Invitation

To cancel an invitation that's no longer needed:

  1. Find the invitation in the Pending Invitations list
  2. Click Cancel
  3. Confirm the cancellation
  4. The invitation link is invalidated
  5. The seat is freed up immediately

When to cancel:

  • The person declined to join
  • You invited the wrong email address
  • The position was filled by someone else
  • You need to free up a seat

Invitation Best Practices


1. Use Work Email Addresses

Always invite using work email addresses:

✅ Good:

❌ Avoid:

Why? Work emails are more professional and easier to manage when employees leave.


2. Set Appropriate Roles

Follow the principle of least privilege:

✅ Good:

  • New employees: Member
  • Department heads: Admin
  • Temporary contractors: Member
  • Trusted managers: Admin

❌ Avoid:

  • Making everyone Admin "just in case"
  • Giving Admin to new/untested employees
  • Using Admin as the default role

3. Communicate Before Inviting

Before sending an invitation:

  1. Confirm they want to join - Don't surprise people
  2. Explain what SignNXT is - Brief overview of the platform
  3. Set expectations - What they'll be using it for
  4. Provide training - Offer to help them get started

4. Follow Up on Pending Invitations

Don't let invitations sit pending:

  • Day 1: Send invitation
  • Day 2: Check if they received it
  • Day 4: Remind them to accept
  • Day 6: Final reminder (expires in 1 day)
  • Day 8: Resend if expired

5. Clean Up Unused Invitations

Review pending invitations weekly:

  • Cancel invitations that won't be accepted
  • Resend expired invitations if still needed
  • Free up seats for active users

Invitation Scenarios


Scenario 1: Inviting Your First Team Member

Setup:

  • You're the Owner
  • You want to add your assistant
  • They should have limited access

Steps:

  1. Invite with email: assistant@company.com
  2. Role: Member
  3. Team: No team (or create one first)
  4. Send invitation
  5. Help them accept and get started

Scenario 2: Inviting a Department Head

Setup:

  • You need someone to manage their department
  • They should see all department documents
  • They'll invite their own team members

Steps:

  1. Invite with email: manager@company.com
  2. Role: Admin
  3. Team: Create "Sales Team" first, then assign as Team Lead
  4. Send invitation
  5. Train them on Admin responsibilities

Scenario 3: Inviting Multiple Team Members

Setup:

  • You're hiring 5 new sales reps
  • They should all be on the Sales team
  • Standard permissions

Steps:

  1. Create "Sales Team" first (if not exists)
  2. Invite each person individually:
  3. Send all invitations
  4. Provide group training session

There's no bulk invite feature yet. You'll need to invite each person individually. This ensures you set the correct role and team for each person.


Scenario 4: Inviting an External Contractor

Setup:

  • Temporary contractor for 3 months
  • Should only see their own documents
  • Limited access

Steps:

  1. Invite with email: contractor@freelance.com
  2. Role: Member
  3. Team: No team
  4. Send invitation
  5. Set calendar reminder to remove them after 3 months

Remember to remove contractors when their contract ends. Set a reminder so you don't forget.

Troubleshooting


"I don't see the Invite Member button"

You must be an Owner or Admin to invite members. If you're a regular Member:

  • Contact your workspace Owner or an Admin
  • Ask them to send the invitation
  • Or ask them to promote you to Admin (if appropriate)

"I'm at my seat limit"

You've reached the maximum users for your plan:

Solutions:

  1. Cancel unused invitations - Free up pending seats
  2. Remove inactive members - Free up occupied seats
  3. Upgrade your plan - Get more seats (Settings > Billing)

"The invitee says they didn't receive the email"

Common causes and solutions:

  1. Check spam folder - Invitation emails sometimes go to spam
  2. Verify email address - Make sure you typed it correctly
  3. Check email filters - Corporate email might block it
  4. Resend invitation - Click Resend in Pending Invitations
  5. Whitelist sender - Add noreply@signnxt.com to contacts

"The invitation link says 'expired'"

Invitations expire after 7 days. To fix:

  1. Go to Settings > Team
  2. Find the invitation in Pending Invitations
  3. Click Resend
  4. Ask them to accept within 7 days

"They accepted but aren't in the workspace"

Possible causes:

  1. Wrong email - They used a different email to accept
  2. Different workspace - They joined a different workspace
  3. Browser cache - Refresh the members list
  4. Timing - Wait a few seconds and refresh

Solution: Check the Pending Invitations list. If it's still there, they haven't accepted yet.


"Can I change the role after sending?"

No, you cannot edit a pending invitation. To change the role:

  1. Cancel the existing invitation
  2. Send a new invitation with the correct role

Alternatively, wait for them to accept, then change their role in the members list.


"Can I invite someone to multiple teams?"

No, each member can only be on one team at a time. However:

  • They can access documents from multiple teams via shared folders
  • Admins and Owners see all documents regardless of team
  • You can change their team assignment later

Security Considerations


Email Verification

SignNXT requires email verification for security:

  • Invitees must use the exact email address you invited
  • They cannot accept with a different email
  • This prevents unauthorized access

If someone tries to accept an invitation with the wrong email, they'll see an error. They must use the invited email address.


Invitation Token Security

Each invitation has a unique, secure token:

  • Tokens are long and random (impossible to guess)
  • Tokens expire after 7 days
  • Tokens are single-use (cannot be reused)
  • Tokens are invalidated when cancelled

Rate Limiting

To prevent abuse, SignNXT limits invitations:

  • Maximum 50 invitations per day per workspace
  • This prevents spam and unauthorized bulk invites
  • Contact support if you need to invite more

Related Articles

Related Articles

Understanding Workspace Roles
Learn about Owner, Admin, and Member roles
Managing Team Members
Suspend, remove, and manage workspace members
Teams & Collaboration
Create and manage teams for better collaboration
Billing & Subscriptions
Understand seat limits and subscription plans

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