Invite teammates

Invite people, choose what they can do, and later change or stop their access. Only an Owner or Admin can do this. An Editor or Viewer who opens Team & access sees their own role instead of Invite someone.

Send an invitation

1. Open Team & access and select Invite someone.
2. Choose the Role. The dialog spells out what the role can and can't do, and See full capabilities lists everything. Roles and permissions compares the roles.
3. Enter the teammate's email. Only that address can accept the invitation.
4. If the person already has a row on the schedule, choose it under Link to Resource. Otherwise leave No Resource linked.
5. Select Create invite. If email is set up, CapacityLens sends the invitation. If it isn't, or sending fails, select Copy and send the link privately.

The link is shown only in this dialog; nobody can retrieve it later, not even you. If it is lost, revoke the invitation under Outstanding invites and create a new one; the old link stops working at once. If you close the dialog before the invitation is created, a notice says the link was not shown.

If the linked person is no longer available

The Link to Resource choice is a proposal: it does not reserve the person, and the recipient cannot see it. If that person is no longer available when the invitation is accepted, the member still joins and their row shows Resource link needs attention. Select Choose another person or Dismiss.

Check what the invitee sees

The link opens a preview of your company name, the proposed role, what it allows and when the link expires, in the invitee's local time. Opening it does not change membership. They then:

• sign in on the Sign in tab with their existing password, then select Accept invite;
• choose Create account, then Create account and accept, which creates the sign-in and accepts in one step; or
• choose a company login provider, return to the invitation and select Accept invite.

The preview shows only the start of the invited address, such as selina.kyle@…. They must enter the full address. Entering a different one cannot change who the invitation is for. When they accept, they land on your schedule. If the link has expired, they ask the sender for a new one.

Revoke an invitation

Invitations not yet accepted are listed under Outstanding invites, above your members. A proposed Resource stays marked pending until the invitation is accepted. Select Revoke to cancel an invitation.

Change a member's role or schedule row

Send new members See your work. Members are listed by role, Owner first. On each row:

• The edit icon changes their role. The dialog explains the consequences before you Save role.
• The link icon opens Link to Resource. Choosing a person saves immediately and does not change their access. Remove link to resource unlinks them immediately. Link a person to a member
• More actions offers the rest: reset their password, Revoke sessions, Disable Access, Archive user or Remove.

Stop access

All three are in More actions. None affects the person's other company memberships.

• Use Disable Access when they must not get back in. It works at once, including on an existing session or a later invitation, and stays in force even after removal until an Owner or Admin selects Enable Access (also offered under No longer active).
• Use Archive user when they leave but you want to keep their membership on record. It stops their access; Restore membership reactivates it but doesn't clear Disable Access.
• Use Remove when they no longer belong to the company. It ends that membership but not their sign-in, so they may return later if the joining policy allows it.

Archiving or removing does not block a new invitation; a returning person gets the invitation's role. After Enable Access, an active member keeps their role, but an archived or removed person still needs restoring or a new invitation.

If they return with a new sign-in, check No longer active: Company login explains when the restriction follows them.

Review who can join

Team & access → Who can join shows the joining policy and approved domains. Only the Owner can change it; ask them if a teammate cannot join or registration should be tighter. Copy the Joining link to share it; the policy still decides who gets in. People who join through the policy get Viewer, so send an addressed invitation for any other role. Decide who can join explains each policy.

A new installation allows one company. Ask your installer if you need more; Configuration has the setting.

Next: Admin FAQ — fix a stuck invitation.