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All Team Guides

Inviting Collaborators

TL;DR — Use the invite form to give someone real login access to your project. They’ll get an email with a unique link that expires in 7 days. Once they sign in and accept, they appear as a linked team member. Use Quick-Add instead if you just need a name on the roster.

When to Invite vs. Quick-Add

Invite by Email when the person needs to log in and collaborate — review storyboards, view schedules, access the project dashboard, or sign deal memos digitally.

Quick-Add when you just need a placeholder for budgeting, scheduling, or deal memo prep. The person doesn’t need an account and won’t receive any email.

The Invite Form

The invitation form sits below the quick-add buttons in the Team tab. It has three fields:

  • Name (optional) — the person’s display name. If left blank, the email address is shown instead.
  • Email (required) — the address where the invitation link is sent.
  • Role — a searchable dropdown of all crew positions. Defaults to “crew” if not specified.

Image pending — Invite form

What Happens When You Send

  1. A unique invitation token is generated and stored with a 7-day expiry.
  2. An email is sent to the recipient with a link to /invite/[token].
  3. The invitation appears in your pending invitations list with a “pending” status.

Recipient Experience

When the recipient clicks the invitation link, they land on the accept page. Here’s the flow:

  1. The page shows the project title, inviter’s name, and the assigned role.
  2. If not signed in, they see a “Sign In to Accept” button that redirects to sign-in and back.
  3. Once signed in, they click “Accept Invitation” to join the project.
  4. Accepting creates a TeamMember record linked to their user account, and the invitation status changes to “accepted.”

Image pending — Invitation accept page

Invitation Statuses

Pending

The invitation has been sent but the recipient hasn’t accepted yet. The link is still active.

Accepted

The recipient signed in and accepted. They now have project access and appear as a linked team member.

Revoked

You manually revoked the invitation before it was accepted. The link no longer works.

Expired

The 7-day window passed without acceptance. The recipient would need a new invitation.

Revoking an Invitation

If you sent an invitation by mistake or changed your mind, you can revoke it from the pending invitations section. Click the revoke button next to any pending invitation and the link will immediately stop working. The status changes to “revoked” and no further action is needed.

Email Notifications

Two emails are associated with invitations:

  • Invitation sent: the recipient receives the invite link.
  • Team join: you (the inviter) are notified when someone accepts your invitation.

Both emails respect the recipient’s notification preferences.