Invitations
Learn how to invite people to your workspace and manage pending invitations.
Send an invitation
Prerequisites: You need Owner or Admin access to invite members.
- Open Settings → Members.
- Select Invite Member.
- In Email address, enter the person’s email address.
- Under Role, select Member or Admin.
- Select Send invite.
The person receives an email with your workspace name, your name as the sender, and a unique invitation link.
Accept an invitation
When someone receives an invitation, they click the link in the email. If they already have a Meldoc account, they’re added to your workspace immediately. If not, they’re prompted to sign up first — once they do, they’re added automatically.
Signing in without the link works too: anyone who signs in with the invited email address — for example by requesting a login code — joins every workspace whose invitation is still within its 7 days.
An expired invitation does neither. The link shows This invitation has expired instead of offering to accept, and signing in with the address leaves the person in no workspace — the screen that asks them to create one names the workspace whose invitation expired. On both screens the person can select Request a new invitation: the workspace’s owner and admins get an email, and the invitation shows Link requested in Settings → Members until someone resends it. One request per invitation; a resend starts a fresh 7 days and clears it.
Request access
Not everyone who needs a workspace gets invited first. Two more ways in start from the other side:
- Someone opens a workspace link and isn’t a member. Instead of a bare access error they see You’re not a member of
<workspace>and a Request access button. Selecting it sends the workspace’s owner and admins an email and shows Request sent until an admin answers; the person can withdraw it with Cancel request. If that address had already been invited, the page says so instead — a live invitation is accepted by signing in with the invited address, an expired one offers Request a new invitation as described above. - A member wants a colleague added. Members who can’t invite see Request invite where owners and admins see Invite Member, in Settings → Members. The dialog takes the colleague’s email, a suggested role and a short note (up to 500 characters); the admins get an email and the request appears in their queue.
One open request per address in a workspace, and up to ten open requests per person overall. A request waits until someone answers it — there is no expiry.
Answering requests (Owner or Admin): open Settings → Members and select the Requests tab; the count on the tab is how many are waiting. Each row shows the address, who asked (their own request reads asks to join), the note and the suggested role, which you can change before selecting Approve. Approving works exactly like sending an invitation: someone who already has a Meldoc account joins immediately and gets the welcome email, anyone else gets an invitation email with a link valid for 7 days, and the seat limit applies. Decline closes the request without an email to the person; they can ask again later. Both answers are recorded in the workspace’s event log.
Manage pending invitations
Open Settings → Members (the Team Members page). Pending invitations appear in the same list as your members, in the Team Members grid, each marked with a Pending badge in the Status column alongside the invitee’s email and assigned role. Once the 7 days are up the badge turns to a red Expired: the link in the original email no longer works and the person can’t join until you resend. If the person has asked for a new link, a Link requested badge appears next to it, and you’ll have received an email about it.
From a pending invitation, you can:
- Resend invite — Send a new email if the original didn’t arrive, or to revive an Expired invitation. The new link is valid for another 7 days.
- Change the role — Choose a different role from the Role dropdown in their row; it saves immediately.
- Remove member — Delete the invitation and invalidate the link.
An invitation is valid for 7 days, matching the link in the email — after that, resend it. Each email address has one live invitation per workspace; inviting the same address again replaces the old link.
Tip: If an invitation isn’t arriving, ask the person to check their spam folder.
Invitation limits
Your plan includes a fixed number of seats, and every workspace member counts toward it. If you’ve used all your seats, you’ll see Member limit reached when you try to invite someone — select Upgrade plan to add more. Higher plans (Team, Pro, Enterprise) include more seats.
Troubleshooting
Invitation not received
Ask the person to check their spam folder. If it’s not there, verify the email address is correct and resend the invitation.
Invitation link expired
The original link won’t work, and signing in with the invited address doesn’t join the workspace either. The person can select Request a new invitation on the expired link’s page or on the screen that asks them to create a workspace; you’ll get an email and see Link requested on the invitation. Either way, find the invitation — marked Expired — in Settings → Members and select Resend to send a fresh one. If the person already signed in, they don’t need to click the new link: their next sign-in joins the workspace.
Person is already a member
You can’t invite someone who’s already in the workspace, and a request to add them is refused for the same reason. Find them in the members list and update their role there.
Access request not showing up
If someone says they requested access and you don’t see it under Requests, check the invitations first: an address that already holds an invitation — even an expired one — can’t request access, and the person was told to use the invitation instead. Resend it from the members list.
What’s next?
Team Roles & Permissions — What each role can see and do.
Team Roles & Permissions — Understand what each role can do.