Invitations

The Invitations feature allows you to grow your team by sending secure, time-limited email invites to new users. Instead of creating accounts manually, you can send a link that allows recipients to set up their own profiles and credentials.

You can invite one person or a whole batch at once, choose the role new members will receive, and track every invitation from a centralized dashboard - from initial send to account activation.

Page Overview

• Purpose: To manage the lifecycle of user invitations from initial send to account activation.
• When to use it: Use this page when you need to add new members to your organization or check if a colleague has accepted their pending invite.
• What you can do here:
  • Send invitations to one or many email addresses at once, with custom messages.
  • Choose the role invited users will receive when they join.
  • Monitor invitation statuses (Pending, Accepted, Cancelled).
  • Resend invitations to users who missed the original email.
  • Cancel pending invitations to revoke access.
  • Filter and search through your invitation history.

Page Layout

• How to open it: Open your user menu, top right, and click Invite Users.
• Top bar: Displays the page title and the Invite Users button for starting new invitations.
• Main area: Contains a searchable, filterable table listing all invitations, 20 per page, with the columns Email, Status, Invited By, Created, Expires and Actions. The personal message, if any, shows under the email address.
• Filters: Located above the table, featuring a search field for emails and a status dropdown.
• Dialogs: Pop-up windows used for entering invitation details or confirming the cancellation of an invite.

Main Features

Batch Invitations

• What it's for: Sending registration links to one or many email addresses in a single step.
• Typical use: Onboarding a new employee, or inviting an entire department at once.
• Result: Each recipient receives an email with your personal message and a link to create their account. Every invitation carries its own unique, random 32-character token, so links can only be used by the person who receives them.

Role Selection

• What it's for: Deciding what invited users will be able to do before they even join.
• Typical use: Inviting external partners as viewers while colleagues join as editors.
• Result: When the recipient accepts, their account is created with the role you chose. If you leave the picker on Default role, the workspace's standard new-user role applies.

Status Tracking

• What it's for: Seeing the real-time progress of sent invites.
• Typical use: Checking whether an invite is still waiting or the user has already "Accepted."
• Result: Each row carries a status badge. An invitation is Pending until the recipient creates their account (Accepted) or you cancel it (Cancelled). An invitation that passes its expiry date keeps the Pending badge, and its Expires date turns red. The status filter also lists Declined and Expired, which Freedam does not currently assign to invitations.

Invitation Management

• What it's for: Controlling active invites that haven't been used yet.
• Typical use: Resending an invite that is about to expire or cancelling one sent to the wrong address.
• Result: Resending sends the email again, and gives an invitation that has already expired a new 7-day window. Cancelling immediately invalidates the link in the user's inbox.

Who can use it

• People with the Invite users permission can send invitations, and see, resend and cancel every invitation sent from the workspace.
• Inviting someone with a role other than the default role also needs the Assign roles to users permission. The default role is the Default Role set in Access Settings.
• An invitation that would give a role with administration permissions is refused when your plan has no free administrator seat.
• If an administrator has turned invitations off in Access Settings, or your plan does not include invitations, the Invite Users menu entry disappears and the Invitations page is not available to anyone, regardless of individual permissions.

Detailed Feature Documentation

Send Invitations

• Purpose: To initiate the onboarding process for one or more new users.
• Where to find it: In the Top bar, look for the Invite Users button.
• What you'll see: A "Send Invitations" dialog box with fields for email addresses, role, message, and expiration.

How to use it:

1. Click Invite Users.
2. Enter one or more addresses in the Email Addresses field - separate them with commas, spaces, or new lines (you can paste a list straight from a spreadsheet or email thread). A counter below the field confirms how many people will be invited.
3. (Optional) Pick a Role for the invited users. Leave it on Default role to use the workspace's standard new-user role. Without the Assign roles to users permission, the picker is disabled and stays on Default role.
4. (Optional) Type a note in the Personal Message (Optional) field to provide context to the recipients. The same message is included in every email of the batch.
5. Set the Expiration (Days) (default is 7 days).
6. Click Send Invitation. When you enter several addresses, the button shows their number, for example Send 3 Invitations.

Search and Filter

• Purpose: To quickly find specific invitations in a large list.
• Where to find it: In the area above the table.
• What you'll see: The table rows update to match your search terms or selected status.

How to use it:

1. Type an email address, or part of one, into the Search by email... field and click Search (or press Enter).
2. Click the Filter by status dropdown to show only one status, such as "Pending" or "Accepted".
3. To clear filters, select Filter by status in the dropdown, or clear the search text and click Search.

Resend or Cancel

• Purpose: To manage "Pending" invitations that have not yet been accepted.
• Where to find it: In the Actions column of the invitations table (only visible for Pending status).
• What you'll see: A "Resend" icon (circular arrow) and a "Cancel" icon (X).

How to use it:

1. To resend: Click the Resend invitation icon. Freedam sends the email again with the same link. If the invitation had expired, it gets a new 7-day window.
2. To cancel: Click the Cancel invitation icon.
3. In the confirmation dialog that appears, click Cancel Invitation to finalize - or Keep Invitation to back out safely.

Complete Workflows

Workflow: Inviting a New Team Member

• Goal: Successfully send an invite and ensure the user receives it.
• Prerequisites: You must have the Invite users permission.

Steps:

1. Open your user menu and click Invite Users, then click Invite Users in the top right of the page.
2. In Email Addresses, type the user's work email.
3. In Personal Message (Optional), type "Welcome to the team! Please set up your account by Friday."
4. Set Expiration (Days) to "5".
5. Click Send Invitation.

• Expected result: A success message appears, and a new row with "Pending" status appears in the table.
• If it doesn't work: Check that the email address is formatted correctly. If some addresses fail, the error message lists exactly which ones so you can retry just those.

Workflow: Inviting a Whole Team at Once

• Goal: Onboard a group of users with the right role in one action.
• Prerequisites: You must have the Invite users permission.

Steps:

1. Copy the list of email addresses from your source (a spreadsheet column works fine).
2. Click Invite Users and paste the list into Email Addresses - the counter below the field shows how many recipients were recognized.
3. Pick the appropriate Role for the whole group.
4. Click the send button, which shows the number of recipients, for example Send 12 Invitations.

• Expected result: One "Pending" row per recipient appears in the table, and each person receives their own personal invitation link.
• If it doesn't work: Addresses that already have a pending invitation or an existing account are listed in the error message - remove them from the field and send again. A single batch is limited to 50 addresses; split larger lists.

Workflow: Renewing an Expired Invite

• Goal: Give a user more time to accept an invitation that has already passed its expiration date.
• Prerequisites: The invitation must show as "Pending". An expired invitation is a "Pending" row whose Expires date is red.

Steps:

1. Locate the user in the list (use the Search field if necessary).
2. Click the Resend invitation icon in the Actions column.
3. Wait for the loading icon to disappear.

• Expected result: The "Expires" date in the table updates to 7 days from today, and the recipient receives the email again.
• If it doesn't work: If the user has already "Accepted", or the invitation was "Cancelled", the resend button is not available. Send a new invitation instead.

Emails sent by the invitation system

• Invitation email: Sent to each recipient with your personal message, the acceptance link, and the expiration date.
• Expiry reminder: If an invitation is still unused 48 hours before it expires, the recipient automatically receives one reminder with a fresh copy of the link. No action is needed on your side.
• Acceptance notification: When a recipient creates their account, you receive an email confirming they joined - no need to keep checking the table.
• New-invitation request: If someone opens an expired or cancelled link, the error page lets them ask you for a new invitation with one click. You'll receive an email naming the person. Resend an expired invitation from the invitations page, or send a new one if it was cancelled.

Limits and guardrails

• Batch size: Up to 50 addresses per send. Duplicate addresses within one batch are merged automatically, and letter case doesn't matter - [email protected] and [email protected] are the same recipient.
• Expiration window: Invitations expire after 7 days by default. You can set any value from 1 to 90 days when sending. Resending an expired invitation always gives it 7 more days, whatever value you chose at first.
• Personal message length: Up to 1,000 characters. Leave it blank if you prefer.
• No duplicates: If a pending, unexpired invitation already exists for an address, the system refuses to create a second one and names the address - resend the existing invite instead.
• No invites to existing members: If an address already belongs to a Freedam account, the invite is rejected with a message naming that address.
• Send limit: A single user can send at most 10 invitation batches per minute, and resend at most 5 invitations per minute. This protects recipients from accidental flooding.
• If an email can't be delivered: Only the failed invitations are rolled back - the rest of the batch goes through, and the error message lists the addresses to retry.

What happens behind the scenes

• A valid invitation link always leads to the account creation form, whatever the workspace's registration settings. Even when self-registration is off, or new sign-ups need accreditation, the invited person is not sent to the request-access form: the invitation itself is the approval.
• When someone clicks a valid invitation link and creates their account, Freedam automatically links the new user to the invitation, marks the invitation as Accepted, assigns the role chosen at invite time, and skips the usual email verification step - the invite itself proves the address works.
• When an invitation is resent after it has already expired, its clock is reset: a fresh 7-day window begins. Resending an invitation that has not expired sends the email again without changing its expiry date.
• Cancelled invitations cannot be resurrected. If you cancel by mistake, simply send a new invitation to the same email.
• Recipients who open an expired, cancelled, accepted, or declined link see a clear explanation page showing who invited them - and for expired or cancelled invites, a button to request a new invitation directly from that person.

Tips and Best Practices

• Check Expiration: Invitations expire after 7 days by default. If you know a recipient is on vacation, set the Expiration (Days) to a higher value (up to 90) when sending. Recipients also get an automatic reminder 48 hours before their invite lapses.
• Personalize: Use the Personal Message field so recipients know the email isn't spam.
• Pick the role up front: Choosing the right role at invite time saves you from editing each account after people join.
• Monitor Status: Regularly filter by "Pending" and look for red Expires dates to see which users did not sign up, so you can resend or cancel their invitation.

Troubleshooting

Issue: Invitation link doesn't work for the recipient

• Symptoms: User reports an "Invalid" or "Expired" error page when clicking the email link.
• Cause: The invitation may have passed its expiration date, or it was cancelled by an admin after being sent.
• Fix: The recipient can click Ask [your name] for a new invitation right on the error page - you'll get an email. For an expired invitation, find it in your list and click the Resend invitation icon. For a cancelled one, send a new invitation.
• Prevention: Ensure the Expiration (Days) provides enough time for the user to respond.

Issue: Some addresses in my batch were refused

• Symptoms: An error message lists one or more email addresses after clicking Send.
• Cause: Those addresses either already have a pending invitation or already belong to an existing account.
• Fix: Remove the listed addresses from the field and send the batch again. For addresses with a pending invite, use Resend invitation in the table instead.

Issue: "Invite Users" button is missing

• Symptoms: Your user menu has no Invite Users entry, and the Invitations page does not open.
• Cause: Your role does not include the Invite users permission, invitations are switched off in Access Settings, or your plan does not include invitations.
• Fix: Ask an administrator to check that your role includes the Invite users permission, and that invitations are switched on in Access Settings.