# Team Invitations (https://yapl.app/en/docs/user-guides/teams/team-invitations)

# 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:

| Method | Best For |
|--------|----------|
| **Email Invitation** | Specific individuals, personalized onboarding |
| **Shareable Link** | Multiple invitees, quick distribution |

## 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

| Property | Value |
|----------|-------|
| Expiration | 7 days from sending |
| Resendable | Yes |
| Cancellable | Yes |
| Trackable | Yes |

### 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

| Option | Description | Default |
|--------|-------------|---------|
| Usage Limit | Max uses (1-100) | No limit |
| Expiration | Days until expires | 7 days |
| Role | Default role for joiners | Member |

### Sharing the Link

Distribute the link via:
- Direct message
- Team chat
- Internal wiki
- Email (you compose)

<Callout type="warn">
Anyone with a shareable link can join until limits are reached. Share responsibly.
</Callout>

## 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

| Action | Description |
|--------|-------------|
| **Resend** | Send invitation email again |
| **Cancel** | Revoke the invitation |
| **Copy Link** | Copy invitation URL |

## Invitation Statuses

| Status | Description |
|--------|-------------|
| **Pending** | Sent, awaiting response |
| **Accepted** | Invitee joined the team |
| **Expired** | Time limit passed |
| **Cancelled** | Manually revoked |

## 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:

| Tier | Available Seats |
|------|-----------------|
| Trial | 10 seats (14-day trial) |
| Basic | 3 total members |
| Professional | 10+ members |

### 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](/docs/user-guides/teams/creating-teams) - Setting up teams
- [Team Roles](/docs/user-guides/teams/team-roles) - Role permissions
- [Managing Members](/docs/user-guides/teams/managing-members) - Member administration