The three fields to fill in when adding a colleague to your portfolio's team, what the other person sees, and the warnings you get when the invitation does not go out.
The day you can no longer keep up with the message box on your own, the answer is not handing someone your password: you invite them to the team, they sign in with their own user account, and they see only as much as you allow. This guide walks through sending the invitation, what the other person sees, and what the screen tells you when something goes wrong.
⚠️ Note: To send an invitation you must be the portfolio owner or an admin, your plan must have a free seat, and the portfolio must not be scheduled for deletion. For how seats are counted, see Team limit and seats.
Sending the invitation
Open the account switcher and click the gear icon next to the portfolio name.
Click Team in the list on the left.
If the Invite a member section is collapsed, click its heading to open it.
Type the person's address into the Email field. That address decides where the invitation goes and which user account is matched when it is accepted.
Pick their job from the Role dropdown. It opens on Agent.
In the Account access dropdown, choose All accounts or Selected accounts.
If you chose Selected accounts, tap the row of every account the person may open in the list that appears. A selected row is highlighted and shows a check on the right; the strip above states how many accounts you picked. The Select all and Clear buttons are there too.
Click Send invitation. An "Invitation sent." notice appears and the row shows up under Pending invitations.
The invitation email goes out immediately and contains a single link. That link is valid for 7 days; once it expires the invitation closes itself and you have to send a new one.
Which role to choose
Four roles can be granted by invitation. Ownership cannot: a portfolio has exactly one owner, and that is not changed on this screen.
Admin — Manages the portfolio's settings, team and accounts. Does nearly everything you do.
Editor — Builds automations and content and uses the inbox; cannot open portfolio settings.
Agent — Answers messages in the inbox. This is the default choice.
Viewer — Reads only, changes nothing.
Exactly which screens a role sees and which buttons it can press live in their own reference: Roles and permissions.
💡 When in doubt, start low. Raising a role later takes one click, while undoing what an over-permissioned account did does not.
Choosing account access in the invitation
If your portfolio holds more than one Instagram or WhatsApp account, you also choose which ones the person may open. An account they cannot reach does not exist for them: it is absent from the account switcher, they cannot see its conversations, and no chat from it is assigned to them.
When you set Role to Admin, the Account access dropdown locks to All accounts and tells you why when you hover it: admins reach every account because of their role. The same is true for the owner.
When the invited person opens the link in the email, they see an invitation card. The card states:
Invited you — The inviter's name and a masked form of their email address (a***e@example.com). It is masked so that a link falling into the wrong hands does not leak the full address.
Portfolio — The name of the portfolio they will join.
Your role — The role name with a one-line explanation underneath.
Invited email — The address the invitation went to. It cannot be changed.
Below sit Accept invitation and Decline. If the person has no user account on that email, they create one inside the same flow; the email field arrives locked to the invited address and no extra verification step is needed. After accepting, they land straight inside the portfolio.
Every screen the joining person sees is described in Joining a team by invitation — a handy link to forward to a new colleague.
Cancelling and resending an invitation
If you sent it to the wrong address, or want a different role, you cannot edit the invitation; you cancel it and send a new one.
Open the Pending invitations section.
Click Cancel on the row. An "Invitation canceled." notice appears and the seat is freed.
Go back to Invite a member and invite again with the right role and access.
Sending a second invitation to the same address renews the pending one: it does not take another seat and the validity starts over. So you can resend to a colleague who says the email never arrived, even when the limit is full.
A concrete example
A jeweller runs two Instagram accounts and one WhatsApp number. They hire someone for weekends and want that person on WhatsApp only:
On the Team screen they type the employee's address into Email.
They leave Role as Agent.
They set Account access to Selected accounts and tap only the WhatsApp number's row.
They press Send invitation.
When the employee accepts, their panel shows a single account: the WhatsApp number. They never learn the Instagram accounts exist, and no chat from those accounts is assigned to them.
Warnings when the invitation does not go out
"This person is already in the team." — The address belongs to a current member. To change their role, use the dropdown in the Members list.
"This portfolio's team limit is full (… people). The portfolio owner can upgrade the plan." — Pending invitations hold seats too; cancel one or upgrade the plan.
"The owner role cannot be granted; the portfolio owner's role cannot be changed." — Ownership is not handed out by invitation.
"Choose at least one account." — You picked Selected accounts but tapped no account.
"This portfolio is scheduled for deletion; this action is not available." — No invitation goes out until the deletion is called off. See The portfolio is locked.
"You do not have permission for this action." — Your role is not allowed to invite.
Common mistakes
Inviting a shared address instead of a personal one. When two people use the same mailbox, the logs can no longer tell you who did what. Invite every colleague on their own address.
Assuming an invitation was accepted. While the row sits under Pending invitations, the person has not accepted it.
Handing over your own sign-in details. Invitations exist precisely so you never have to; never share your password.
Leaving an invitation sent to the wrong address. The link stays valid for 7 days — press Cancel.
If the invitation email never arrives, see the Emails are not arriving guide or contact our Support team.