Invite your team

This page covers getting someone else into CapacityLens: creating an invite, what they see, and how they accept it. It takes about ten seconds on your side and roughly thirty seconds on theirs. It's optional — a solo Owner can finish setting up the schedule without inviting anyone, and can come back to this page later.

CapacityLens sends no invitation emails. You create a single-use link and paste it wherever your team already talks — Slack, a text message, whatever's fastest.

TIP

Inviting someone doesn't put them on the schedule, and adding someone to the schedule doesn't give them a sign-in. These are separate records — see Roles and permissions for why.

Prerequisites

• You need the Owner or Admin role to invite people. A Viewer or Editor can still open Team & access and see their own role and what it allows — they just see a note there that an Owner or Admin handles invitations, instead of the "Invite someone" panel. See Roles and permissions.

Create an invite

1. Open Team & access. Your own access is summarised at the top of the page; select See full capabilities if you want the full list of what your role can and can't do.

2. Choose a role in the "Invite someone" panel. The consequences of that role are spelled out in plain language underneath it, and you can optionally pre-authorise a specific email address.

3. Copy the one-time link. It's shown exactly once — the server keeps only a hash of it — so copy it now and send it to the person.

   

What the invitee sees

The invite link opens outside the normal sign-in wall, so the recipient can safely preview what they're joining before anything happens: your company name, the proposed role, what that role can and can't do, and when the link expires. Just opening the link never changes membership.

From there:

• Someone who already has a CapacityLens sign-in signs in and explicitly accepts the invite.
• Someone new creates a password sign-in and accepts in the same step.

Either way, they land directly on your schedule with their role visible.

Pending invites

Invites that haven't been accepted yet stay listed on Team & access as pending, in their own panel below your members. Owners and Admins can see this list; other roles only see their own access.

Managing someone who already joined

Your members are listed in a table showing their name and email, with their role beneath their name. Two controls sit at the end of each row:

• The pencil changes that person's role, with the consequences spelled out before you save.
• The gear opens the rest: reset their password, sign them out everywhere, disable or archive them, or remove them from the company.

Disable and archive both stop someone opening the company immediately while keeping their role and history — use them when someone leaves, goes on long-term leave, or you need access shut off right now. They stay in the list with a badge, and Restore access in the same menu puts them back exactly as they were. Removing someone, by contrast, is permanent: they'd need a fresh invitation to return.

Owners can turn on Record member sign-ins above the table. It is off by default. When it is on, the columns are Name, Email, Signed in, Edit member and Member settings. The last two controls stay together at the right-hand edge. Signed in shows Yes or Not yet for each member. CapacityLens stores no sign-in date or activity history for this feature. Turning the setting off deletes every confirmation. Admins can see the column when an Owner enables it, but only the Owner can change the setting.

Common questions

I lost the link before sending it — can I get it back? No. CapacityLens shows a one-time link's token exactly once and stores only a hash of it afterwards, so nobody — including you — can retrieve the original link again. Revoke the invite on Team & access and create a new one instead; the old link stops working as soon as you revoke it.

Can I run more than one company on this install? Not by default — a fresh install allows exactly one company. An administrator can turn on CAPACITYLENS_MULTI_ACCOUNT to allow more; see Configuration.

What's next

Roles and permissions explains exactly what each role can see and do, so you can pick the right one next time.