Before you start

Confirm a few things before opening the invite flow so you do not have to back out mid-way:

• The teammate’s work email. The email is normalized, so casing does not matter, but a typo will create a pending invite that goes nowhere.
• Which workspaces this person should have access to. One invite can cover several workspaces.
• The role they should hold in each of those workspaces. Only Admin and Member can be assigned through invites. Owner is account-level and is not assignable from the invite screen; it is granted later by promoting an existing Admin.
• That you have an Owner or Admin role in every workspace you plan to include. Admins can invite into workspaces they belong to. Owners can invite into any workspace in the account.

If the email already belongs to a user in your account, the invite shortcuts into an instant add: no acceptance step, the workspace access appears for them on their next page load.

Open the invite flow

The invite flow lives inside the workspace user list. From the workspace you want to invite into, open the team or users area and start a new invite. The form opens as a modal-style panel with three things to fill in: email, workspace assignments, and per-workspace role.

If you manage several workspaces, you do not need to open each one separately to invite the same person. Start the invite from any workspace you have access to, then add the other workspaces inside the form.

Choose workspaces (one or more)

Every invite must include at least one workspace. To add more, keep selecting from the workspace selector until the list reflects the access you want this person to have. The same workspace cannot be added twice in one invite.

If you are an Admin, you will only see workspaces you belong to. If you are an Owner, you will see every workspace in the account, including ones you do not actively use. Workspaces in a soft-deleted state do not appear in the selector and cannot be added to an invite.

You can mix and match: a teammate can be an Admin in one workspace and a Member in another in the same invite.

Assign a per-workspace role

Beside each workspace you select, pick a role. The two options are:

• Admin: Can edit workspace settings, manage notifications, invite users, assign Admin or Member, remove users (except an Owner), and create and edit campaigns.
• Member: Can view the workspace and approve or reject submissions. Cannot create or edit campaigns and does not see workspace settings.

Owner is not in this list because Owner is granted at the account level, not through an invite. To make someone an Owner later, invite them as Admin first, then promote them from the account user directory.

If your teammate’s responsibilities differ across workspaces, set the role per workspace inside this same form. You do not need to send separate invites.

Send the invite

Press Send. The invite is created with a 7-day expiry and a unique link is emailed to the address you entered. The new row appears in the team list immediately with a Pending state.

If the email already belongs to a user in your account, you will not see a Pending row. The workspace access is added directly to that existing user, and you will see them appear in the user list under each workspace you assigned.

Audit logs record every invite create, resend, cancel, accept, and expire event, so you can trace who invited whom later.

What the invited person sees

The invitee receives an email with a link to accept the invite. Clicking it opens a sign-up or sign-in page depending on whether they already have a HighAdvocacy login.

After they accept, they land in the first workspace from the invite. If you assigned them more than one, the workspace switcher appears at the top of the sidebar. Their visible routes and actions are scoped to the role you set in each workspace.

If the link is opened after 7 days, the invite is rejected with an expired-invite message and they cannot use the link to gain access. You will need to send a new invite from the team list.

Invite lifecycle (pending, accepted, expired)

An invite moves through four states:

• Pending: Created but not yet accepted. Visible in the user list with a Pending badge.
• Accepted: The invitee signed in and joined. Their row converts to a normal active member, with the role you set.
• Expired: Seven days passed without acceptance. The link no longer works.
• Canceled: Someone with Owner or Admin access revoked the invite before it was accepted, or the workspace was deleted while the invite was still pending.

A pending invite for a workspace that gets deleted is auto-canceled. You do not need to clean these up manually.

Resending and canceling invites

From the Pending row in the user list, two actions are available:

• Resend: Triggers a fresh invite email with a new link. The 7-day expiry restarts. Use this if the original was lost, filtered to spam, or is about to expire.
• Cancel: Marks the invite as canceled and invalidates the link. Use this if you sent the invite to the wrong address or no longer want this person to have access.

Both actions require the Owner or Admin role and are recorded in the audit log.

If an invite has already expired, Resend creates a new invite with a new 7-day window. Cancel on an expired invite has no effect because the link is already unusable.

Common errors

A few things can stop an invite from going through. Most are caught at the form before submission, but a couple only surface later.

• No workspace selected: The Send button stays disabled until at least one workspace and role are chosen.
• Email belongs to a different account: The invite is rejected. Each HighAdvocacy user belongs to one account at a time.
• Workspace was deleted between selection and send: The invite fails for that workspace. Remove it and resend, or restore the workspace within its 30-day window.
• Invite accepted after expiry: The link returns an expired-invite message. Send a fresh invite from the team list.
• Target workspace is soft-deleted: It will not appear in the selector. Restore it first, then invite.

For a full view of what each role can and cannot do once invited, see Roles and permissions.