Inviting Team Members

Collaboration is essential for successful project management. YAPL uses a team-based access model where members are organized into teams, and teams are assigned to projects. This guide covers creating teams, inviting members, and managing roles.

Understanding Teams in YAPL

Teams serve as the organizational unit between workspaces and projects:

• Workspace contains multiple Teams
• Teams contain Members with specific roles
• Projects are assigned to one or more Teams
• Members access projects through their team membership

Creating a Team

Before inviting members, create a team to organize them:

Step 1: Navigate to Teams

1. Click Teams in the sidebar navigation
2. Click Create Team

Step 2: Configure Team

Step 3: Review and Create

Review your team settings and click Create Team. Your new team appears in the teams list.

Team Roles

YAPL uses three team roles with different permission levels:

Role Requirements

• Every team must have at least one Lead
• You cannot remove the last Lead from a team
• Workspace owners automatically have owner-level access

Inviting Members

Method 1: Email Invitation

Send personalized invitations directly to email addresses:

1. Open your team (click on team name)
2. Navigate to the Invitations tab
3. Click Invite Members
4. Enter the email address
5. Select their role (Lead, Member, or Viewer)
6. Click Send Invitation

Email invitations:

• Expire after 7 days
• Can be resent if expired
• Include a secure acceptance link

Method 2: Invitation Link

Generate a shareable link for quick onboarding:

1. Open your team
2. Navigate to the Invitations tab
3. Click Generate Invitation Link
4. Configure optional settings:
   • Usage limit (number of times link can be used)
   • Expiration date
   • Default role for joiners
5. Copy and share the link

Managing Pending Invitations

Track and manage outstanding invitations:

Viewing Invitations

1. Open your team
2. Click the Invitations tab
3. View all pending invitations with status

Invitation Actions

• Resend: Send the invitation email again
• Cancel: Revoke a pending invitation
• Copy Link: Copy the invitation link

Invitation Statuses

Accepting Invitations

When someone receives an invitation:

1. Click the invitation link in email (or shared link)
2. Sign up for YAPL account (if new user) or log in
3. Review team details
4. Click Accept Invitation

The new member is immediately added to the team with their assigned role.

Managing Team Members

Viewing Members

1. Open your team
2. Click the Members tab
3. View all members with their roles and join dates

Changing Member Roles

Team leads can modify member roles:

1. Find the member in the list
2. Click the role dropdown or member actions
3. Select the new role
4. Confirm the change

Removing Members

To remove a member from a team:

1. Find the member in the list
2. Click the actions menu (three dots)
3. Select Remove from Team
4. Confirm removal

Removed members lose access to all projects assigned to that team.

Team Structure Best Practices

Organizing by Function

Create teams based on organizational functions:

• Management Team - Project managers and leads
• Engineering Team - Technical staff
• Operations Team - Field workers and coordinators

Organizing by Project

For large projects, create project-specific teams:

• Project Alpha Team - All members on Project Alpha
• Project Beta Team - All members on Project Beta

Hybrid Approach

Combine both approaches:

• Functional teams for general collaboration
• Project teams for specific work assignments

Team Permissions

Teams have default permissions that control what members can do:

Workspace Member Limits

Your subscription tier limits total workspace members:

When you reach your limit:

• Cannot invite new members
• Upgrade subscription or remove inactive members
• Contact support for enterprise options

Troubleshooting

Invitation Not Received

• Check spam/junk folder
• Verify email address is correct
• Resend the invitation
• Try using a shareable link instead

Cannot Join Team

• Invitation may have expired (7-day limit)
• Usage limit reached on shareable link
• Workspace member limit reached

Cannot Change Roles

• Must be a Team Lead to change roles
• Cannot remove last Lead (promote another first)
• Some roles restricted by subscription tier

Member Cannot Access Project

• Verify team is assigned to the project
• Check member's role permits access
• Ensure project is active (not archived)

Next Steps

With your team set up:

1. Complete Quick Start Checklist - Ensure full setup
2. Assign Teams to Projects - Connect teams to work
3. Create Plans - Start scheduling work
4. Learn About Team Management - Advanced team features