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Invitations

Invite a person to your organization, and what happens when they accept or decline.

Who can invite

NeedsManage the organization org_manage

Invitations live on the organization's Members screen, in the section Pending invitations below the member table. The section is absent for people without this bundle, and so are Invite someone, Resend and Revoke. Other members see the Members screen without the section. See Members.

The invitee needs no bundle and no membership. The link in the email admits them, with a sign-in as the invited address.

The Pending invitations section

NeedsManage the organization org_manage

Members is in the rail at the left of every organization screen. Below the member table sits the section Pending invitations. Its note reads People who have been invited but have not joined yet. Only outstanding invitations appear here. With nothing outstanding it shows Nobody is waiting to join. Use Invite someone to send an invitation. Otherwise it is a table, oldest invitation first, with four columns:

Address
The invited email address, in lowercase.
Roles on joining
One chip per role the invitee will hold. A role that no longer exists shows as Unknown role.
Invited by
The inviter's display name, or A former member if the inviter left the organization.
Expires
The exact date and time in your own timezone.

Each row ends with Resend and Revoke. The list has no status column, because it holds only pending invitations. An accepted, declined, revoked or expired invitation is not in the list at all. An invitation whose time passed stays listed until somebody clicks Accept invitation or Decline invitation on its old link. See Expiry.

When the product cannot resend or revoke an invitation, the message appears above the table. When it cannot send a new one, the message appears in the dialog. The same three messages can appear in both places. The message You do not have permission to perform this action. tells you that you lost Manage the organization after the page loaded. The message Too many requests. appears after 60 changes in one minute, counted across every screen. The message Could not reach the server. Check your connection and try again. tells you that the request did not arrive.

The activity feed records a sent, a revoked and an accepted invitation. When you send an invitation again, or invite an address that already has a pending invitation, the feed records a second sent invitation and no revoked one. The feed records nothing when an invitee declines. See The activity feed.

Send an invitation

NeedsManage the organization org_manage

  1. Click Members in the rail of the organization.
  2. Click Invite someone at the right of the Pending invitations heading.
  3. Type the person's address in Email address.
  4. Under Roles on joining, click one or more role chips.
  5. Click Send invitation.

A second click on a chip clears it. The button reads Sending… while the product works. The dialog stays open in that moment, and Cancel is unavailable.

Four things close the dialog without a send: Cancel, the × button, Escape, and a click outside the dialog. The product sends nothing in those cases.

After a send, the dialog closes and the new row appears in Pending invitations. There is no confirmation message. The row is the confirmation, and the product sends the email. The link exists only in that email. The product never shows it on a screen and never hands it to a browser, so you cannot copy it, read it back, or pass it on another way. If the invitee does not receive the email, click Resend.

The chips offer the organization roles only. A new organization has seven: Owner, Admin, Member, Viewer, Stakeholder, SME and QA. Every organization role you add on the Roles screen is a chip as well. A person holds a team role such as Developer or Scrum Master through a Scrum Team, and the Product Owner role through a project. An invitation cannot grant either. See Roles and permissions.

The product stores the address in lowercase and ignores case when it compares addresses. An address that already has a pending invitation is not an error. The product replaces the old invitation with a fresh link, and the old link no longer works. Each address has at most one pending invitation in an organization.

Resend an invitation

NeedsManage the organization org_manage

  1. In Pending invitations, find the row for the address.
  2. Click Resend.

The button reads Sending… while the product works. Both Resend and Revoke on that row are unavailable in that moment.

The product sends the same address and the same roles again. It replaces the pending invitation with a new one, so the address keeps exactly one row. The new row carries an Expires time 7 days ahead. The table orders rows oldest first, so the row moves to the end of the table. The invitee receives a fresh email, and the old link stops working at once. There is no confirmation dialog and no waiting time between one send and the next.

The product cannot change the roles this way. To change them, revoke the invitation. Then send a new one.

The same two refusals as a new invitation apply, for a person who joined in the meantime and for a role that no longer exists. See Send an invitation. On this control the message appears above the table rather than in a dialog.

Revoke an invitation

NeedsManage the organization org_manage

  1. In Pending invitations, click Revoke on the row.
  2. Read the dialog Revoke the invitation to …?.
  3. Click Revoke invitation.

The dialog says The link in their email stops working immediately. You can invite them again at any time. To keep the invitation, click Cancel. The button reads Revoking… while the product works. A click outside the dialog does not close it. Cancel, the × button and Escape close it and keep the invitation. On success the row disappears, and the section shows Nobody is waiting to join. Use Invite someone to send an invitation. again once the last row is gone.

You cannot undo this. The only way back is a new invitation. The product removes nothing from anybody, because the invitee was never a member. The product sends no email either.

The old link still opens its page as before. The invitee learns nothing until they click Accept invitation or Decline invitation. The page then answers This link is invalid, expired, or has already been used.

To remove somebody who accepted, use Remove on their row in the member table. See Members. After a refusal the dialog stays open, and the message appears above the table, behind the dialog. Click Cancel to close the dialog and read the message.

Expiry

An invitation is good for 7 days from the moment an administrator sends it. A new send starts a new 7 days on a new link. The Expires column shows the exact date and time in your own timezone, for example 18 Aug 2026, 14:30. See Time and timezones.

The product does not warn you before an invitation expires, and it does not remove expired invitations on a schedule. After the time passes, the row stays in Pending invitations until somebody clicks Accept invitation or Decline invitation on the old link. That click records the invitation as expired and answers This link is invalid, expired, or has already been used. The row then leaves the list. Somebody who only opens the old link changes nothing, and the row stays.

What the email says

The invitee receives a plain-text email. Its subject is You have been invited to … on SimpleScrumTools. The body opens with You have been invited to join … on SimpleScrumTools. Below that line the body holds an Accept link and a Decline link, then two sentences: The invitation is good for 7 days. Accepting it needs you to be signed in with this address — create an account with it first if you do not have one. and If you were not expecting this, ignore the message or decline it; nothing happens either way.

The Accept link opens the accept page, headed You have been invited. The Decline link opens the decline page, headed Decline this invitation? Both links carry the same token. After you use one link, the other no longer works. A link only opens its page, and nothing happens until you click Accept invitation or Decline invitation on it.

Accept when you are signed out

Needsa sign-in as the invited address, and no bundle

If you are signed out, the accept page reads Sign in to accept it. Use the address the invitation was sent to — an invitation only works for the person it names. It offers the link Sign in and accept, then No account yet? Create one with that address, confirm it, then open this link again. It has no button.

If you have an account:

  1. Click Sign in and accept.
  2. On the Sign in page, type the invited address in Email.
  3. Type your password in Password.
  4. Click Sign in. The product returns you to the accept page.
  5. Click Accept invitation.

If you have no account:

  1. Click Create one.
  2. Create an account with the invited address.
  3. If you wish, confirm the address from the confirmation email. The product also confirms it when you accept the invitation.
  4. Open the Accept link in the invitation email again.
  5. Follow the five steps above.

Accept when you are signed in

Needsa sign-in as the invited address, and no bundle

If you are signed in, the first line of the accept page reads You are signed in as … followed by An invitation only works for the address it was sent to — if that is a different one, sign in with it instead.

  1. Read the first line. It names the address you are signed in as.
  2. If that address is not the invited one, sign in with the invited address first.
  3. Click Accept invitation. The button reads Joining… while the product works.
  4. Read You have joined ….
  5. Click Open … to go to the organization.

The accept page has no Sign out. To sign in with the invited address:

  1. Click Sign out in the header bar of any organization screen.
  2. Sign in with the invited address.
  3. Open the Accept link in the email again.

You can also open the Sign in page directly, because a new sign-in replaces the current one.

The product creates your membership, grants you the roles on the invitation, and adds the organization to your navigation. It also marks your email address as confirmed, so you can accept before you confirm your address from the confirmation email. The page does not show the organization's name before you accept. The name appears with You have joined … after the click.

After 20 attempts in an hour, the page answers Too many requests. Three more messages can appear, and the button stays for each. The message Authentication required. tells you that your session ended before the click. Reload the page. Then click Sign in and accept. The message That account no longer exists. tells you that the account you are signed in as is gone. The message Could not reach the server. Check your connection and try again. tells you that the request did not arrive.

The product also refuses an invitee when the organization is at its seat cap. See Seats and the plan below.

Seats and the plan

A seat is one member of the organization. The Free plan includes 5 members. Pro and Enterprise have no cap. The Members row of the Billing screen shows the seats in use, for example 3 / 5. The row count of the member table is the same number. See Plans and billing.

Billing is in the rail at the left of every organization screen. Both the link and the screen need Manage the organization. Without that bundle the rail omits the link, and the screen answers the not-found page rather than a refusal.

The product counts a seat when the invitee accepts, never when an administrator sends the invitation. A pending invitation takes no seat. The product does not check the plan when you send an invitation, so you can send one while the organization is at its cap. The product refuses the invitee at the click on Accept invitation. On a paid plan, the subscription's seat count follows the member count, so the product charges a new seat when the invitee accepts.

To free a seat, remove a member. See Members. An organization over its cap keeps every member it has. The product refuses only a new member.

Decline the invitation

Needsthe link only, and no account

The decline page reads Nobody is notified. The invitation is spent, so joining later needs a new one. You do not need an account to decline. The page is the same whether you are signed in or not.

  1. Click Decline invitation. The button reads Declining… while the product works.
  2. Read The invitation is declined. Nobody is told, and nothing else happens.

Below that message the page says If that was a mistake, ask for another invitation — this link is spent. You cannot undo this. Nobody receives an email, and the activity feed records nothing. The only trace is the row that leaves Pending invitations. The product does not check who declines, so anybody who holds the link can decline it.

After too many attempts in an hour, the page answers Too many requests. Wait, then open the link again. The message Could not reach the server. Check your connection and try again. tells you that the request did not arrive. The button stays for both.

The accept page shows Not expecting this? and the link Decline it under the button. The decline page shows Changed your mind? and the link Accept it instead. Each link opens the other page with the same token. The link stays after a refusal. It disappears after you accept or decline the invitation.

An invitee who already belongs

When you send the invitation, the product refuses it, as Send an invitation describes: That person is already a member of this organization. To give a member more roles, click the role chips on their row in the member table instead. The chips are controls only for somebody who holds Manage the organization. Everybody else sees the roles a person holds as plain text, and the roles they do not hold are absent. See Members.

The invitee may already be a member when they click Accept invitation. Then the product keeps their membership and counts no new seat. It adds the roles on the invitation to the roles they already hold, and records the invitation as accepted.