Inviting Team Members

Collaborate with your team by inviting members to your PropPilot organization. Each member gets their own account with role-based permissions.

Prerequisites

To invite team members:

• ✅ You must have Owner or Admin role
• ✅ Your plan must support additional members
• ✅ Member's email address ready

Accessing Members

1. Click Members in the sidebar
2. You'll see the team management page

Current Members

The members list shows:

Column	Description
Name	Member's display name
Email	Account email address
Role	Owner, Admin, or Agent
Status	Active or Pending
Chatwoot Status	Provisioned status
Joined	When they joined

Inviting New Members

Step 1: Start Invitation

1. Click Invite Member button
2. The invitation dialog opens

Step 2: Enter Details

Field	Required	Description
Email	Yes	The person's email address
Role	Yes	Permission level to assign

Step 3: Select Role

Choose the appropriate role:

Role	Best For
Admin	Managers who need full access
Agent	Team members who handle conversations

Owner Role

The Owner role can only be transferred, not assigned to new members. Each organization has exactly one Owner.

Step 4: Send Invitation

1. Click Send Invitation
2. An email is sent to the invitee
3. The invitation appears as Pending in the members list

Invitation Process

What the Invitee Receives

The invitation email includes:

• Welcome message from your organization
• Link to accept the invitation
• Expiration notice (invitations expire in 7 days)

Accepting an Invitation

When the invitee clicks the link:

1. If they have a PropPilot account → Sign in and join
2. If they're new → Create account, set password, and join

After Acceptance

Once accepted:

• Member appears as Active in the list
• They can access PropPilot with their new role
• They're auto-provisioned to Chatwoot (if enabled)

Managing Invitations

Pending Invitations

View pending invitations in the members list:

• Shows email address
• Shows when invitation was sent
• Shows expiration date

Resend Invitation

If the invitee didn't receive the email:

1. Find the pending invitation
2. Click Resend
3. A new email is sent

Email Issues

If invitations aren't being received:

• Check the email address is correct
• Ask invitee to check spam/junk folder
• Try a different email address

Revoke Invitation

To cancel a pending invitation:

1. Find the pending invitation
2. Click Revoke or Cancel
3. Confirm the action

The invitation link will no longer work.

Changing Member Roles

Update Role

1. Click on a member in the list
2. Click Edit or the role dropdown
3. Select the new role
4. Save changes

Role Change Effects

When you change a member's role:

• Permissions update immediately
• Access to restricted areas changes
• Chatwoot permissions update (if integrated)

Removing Members

Remove from Organization

1. Click on the member
2. Click Remove or Delete
3. Confirm the action

What Happens

When a member is removed:

• They lose access immediately
• Their data remains (conversations, etc.)
• They can be re-invited later

Cannot Remove Owner

The Owner cannot be removed. To change ownership, transfer the Owner role first.

Chatwoot Provisioning

Members can be provisioned to Chatwoot for conversation access:

Automatic Provisioning

When a member is added:

1. System attempts Chatwoot provisioning
2. Status shows as Provisioning
3. Changes to Provisioned when complete

Manual Provisioning

If automatic provisioning fails:

1. Find the member in the list
2. Click Provision to Chatwoot
3. Wait for provisioning to complete

Provisioning Status

Status	Meaning
Provisioned	Ready to access Chatwoot
Pending	Awaiting provisioning
Failed	Error occurred, retry needed
Not Provisioned	Not set up for Chatwoot

Reset Chatwoot Password

If a member needs a new Chatwoot password:

1. Click on the member
2. Click Reset Chatwoot Password
3. New credentials are sent to their email

Plan Limits

Member Limits

Your plan determines how many members you can have. Check your plan details for specific limits.

Checking Usage

View member usage:

1. Go to Billing or Usage
2. See "Team Members" usage
3. Compare against plan limit

Exceeding Limits

If you're at your limit:

• Upgrade your plan for more members
• Remove inactive members
• Contact sales for custom limits

Best Practices

Do's

• ✅ Use work email addresses
• ✅ Assign appropriate roles (least privilege)
• ✅ Remove members who leave the team
• ✅ Review member list periodically
• ✅ Use Admin role sparingly

Don'ts

• ❌ Share accounts between people
• ❌ Give Admin role to everyone
• ❌ Leave pending invitations indefinitely
• ❌ Forget to provision members to Chatwoot

What's Next?

Learn about the different roles and their permissions:

Roles and Permissions →