Team Invitations

Invitations are how you add members to teams in YAPL. You can send personalized email invitations or generate shareable links for quick onboarding.

Invitation Methods

YAPL offers two ways to invite members:

Email Invitations

Sending an Email Invitation

1. Navigate to Teams in the sidebar
2. Open the team you want to invite to
3. Click the Invitations tab
4. Click Invite Members
5. Enter the recipient's email address
6. Select their role (Lead, Member, or Viewer)
7. Click Send Invitation

Email Invitation Details

What the Invitee Receives

The invitation email includes:

• Team name and workspace
• Invitation sender's name
• Assigned role
• Accept invitation button
• Link to create account (if new user)

Shareable Links

Creating a Shareable Link

1. Open your team
2. Go to Invitations tab
3. Click Generate Invitation Link
4. Configure options:
   • Usage limit: How many times it can be used
   • Expiration: When the link expires
   • Default role: Role for joiners
5. Click Generate
6. Copy the link

Shareable Link Options

Sharing the Link

Distribute the link via:

• Direct message
• Team chat
• Internal wiki
• Email (you compose)

Managing Invitations

Viewing Pending Invitations

1. Open your team
2. Click Invitations tab
3. View list of pending invitations

Invitation Information

Each invitation shows:

• Recipient email (or "Link invitation")
• Type (Email or Link)
• Role assigned
• Status
• Expiration date
• Created date

Invitation Actions

Invitation Statuses

Accepting an Invitation

For New Users

1. Click invitation link (email or shared)
2. Create a YAPL account
3. Complete account verification
4. Review team details
5. Click Accept Invitation
6. Redirected to workspace

For Existing Users

1. Click invitation link
2. Log in if not already
3. Review team details
4. Click Accept Invitation
5. Team appears in navigation

Accepting Multiple Invitations

If invited to multiple teams:

• Accept each separately
• All teams accessible from navigation
• Different roles possible per team

Invitation Limits

Workspace Member Limits

Invitations respect workspace limits:

When Limits Are Reached

• Cannot send new invitations
• Existing invitations remain valid
• Upgrade or remove members to invite more

Resending Invitations

When to Resend

• Invitee didn't receive original
• Original email went to spam
• Invitee needs reminder

How to Resend

1. Go to Invitations tab
2. Find the pending invitation
3. Click Resend
4. New email sent immediately

Resend Limits

• Can resend multiple times
• Original expiration unchanged
• Consider cancelling and creating new if expired

Cancelling Invitations

When to Cancel

• Invitee no longer should join
• Wrong role assigned
• Plans changed

How to Cancel

1. Go to Invitations tab
2. Find the invitation
3. Click Cancel or delete icon
4. Confirm cancellation

After Cancellation

• Invitation link no longer works
• Email accept button fails
• Invitee cannot join via that invitation
• Can send new invitation if needed

Expired Invitations

What Happens on Expiration

• Invitation link stops working
• Accept attempts fail
• Status changes to "Expired"

Handling Expired Invitations

Options:

1. Send a new invitation
2. Generate new shareable link
3. Contact invitee directly

Best Practices

Security

• Use email invitations for sensitive roles
• Limit shareable link usage
• Set short expiration for links
• Monitor pending invitations

Communication

• Tell invitees to expect the email
• Check spam folders if not received
• Provide context about the team

Organization

• Review and clean pending invitations
• Cancel outdated invitations
• Track who was invited and when

Troubleshooting

Invitee Didn't Receive Email

1. Check spam/junk folder
2. Verify email address is correct
3. Try resending
4. Use shareable link instead

Invitation Link Not Working

• Check if link expired
• Verify usage limit not reached
• Check if invitation was cancelled
• Generate a new link

Cannot Send Invitation

"Workspace member limit reached"

• Upgrade subscription
• Remove inactive members
• Wait for space to free up

"You don't have permission"

• Only Leads can invite
• Check your team role

Invitee Cannot Accept

• Invitation may have expired
• Link may have been cancelled
• Usage limit may be reached
• Ask for new invitation

Related Topics

• Creating Teams - Setting up teams
• Team Roles - Role permissions
• Managing Members - Member administration