Inviting new team members
Last updated
Who can do this: Company admins. Team admins, Office admins and Department admins can also invite people, unless Restrict team management is switched on. Plan: All plans.
Invite colleagues by email and choose the team they join.
How it works
Company admins can invite people into any team. Team admins, Office admins and Department admins can invite people too, unless a company admin has switched on Restrict team management in Settings > Company settings > Whereabouts management. While that setting is on, only Company admins can add new users.
Each person you invite gets an email invite and takes up one space on your plan. Invites don't expire.
Inviting someone from the Team View
- Go to the Team View.
- Select Add New Team Member.
- On the Add a team member page, make sure Invite a new user is selected.
- Enter their First name and Last name, check the team under Select a team, and choose an Office location (optional) if you want to set their default office.
- Enter their Email address. If they will log in with Microsoft 365 or Google, use exactly the address of that Microsoft or Google account.
- Select Send invite.
- You'll see Team member invited and how many more people you can add. Select Add another team member to invite someone else, or Done for now.
Inviting someone from Settings
- Go to Settings > Manage current users and select Add a user, or go to Settings > Manage teams, workgroups and departments, select Edit and manage team on a team, then select Add team member.
- Follow steps 3 to 7 above.
To move someone who is already in your account into a team, choose Add an existing user instead, search for them, pick the team under Select team to add to and select Add to team. Team admins can only move users into their own team.
If your plan is full, the page tells you so instead of showing the form. A company admin can add more users in Settings > Billing and plan settings on the website.
Adding lots of people at once
Select Add multiple users in Manage current users or on a team's page to see the other options: syncing users from Microsoft Entra ID (see Sync Team Today to Active Directory (SCIM)), letting colleagues join by email domain (see Letting colleagues join by email domain), or, if you're on a free trial, sending us a spreadsheet to import.
Checking who hasn't joined yet
In Settings > Manage current users, anyone who hasn't logged in yet shows a Not logged in label. Select Resend invite next to their name to send the email again.
If the invite won't send
- "This account already exists" means the person is already in your account. Go to Settings > Manage current users and move them into the right team.
- "Account already exists. This user was previously deleted" means they are on the Deleted users page. Restore them there instead of inviting them again.
- "Email already exists" means the address belongs to a different Team Today account. Contact support@team-today.com and we can move them into your account.
For other causes, see Unable to invite a user.
Receiving an invite
The invite email has a Join team button. It opens the Complete registration page, where the person agrees to the terms and chooses how to log in: Log in with Microsoft 365, Log in with Google, or create an account with password.
- Microsoft 365 users don't have to use the invite link. They can go to app.team-today.com and select Log in with Microsoft 365 with the invited address.
- Google users must accept the invite first, using Log in with Google on the Complete registration page. Logging in with Google before accepting the invite doesn't work.
- Email and password users must use the invite link to set their password.
For calendar sync, people need to log in with Microsoft 365 or Google. Accounts with an email and password don't sync to a work calendar.