An invitation brings a colleague into your organization with the role you choose. Only Admins and Managers can send one, and a Manager can invite only some roles; see Who can invite whom.
Sending an invitation
- Open Team in the sidebar and select Invite Member.
- Enter the colleague's Email Address.
- Choose a Role.
- Select Send Invitation.
If Propivix emailed the invitation, the dialog says Invitation Sent, and Show invite link reveals the link in case you want to share it yourself. If the invitation was saved but the email could not be delivered, the dialog says Invitation Created and shows the link straight away; use Copy and send it to your colleague. Select Invite Another to send one more, or Done to close.
Sending an invitation needs a recent multi-factor authentication check, within the last 30 minutes. If the invitation is refused with a message that your MFA session has expired, sign out and sign back in; Propivix asks for your authenticator code, and you can then send it. See Multi-Factor Authentication (MFA).
The invitation is also refused when the email address already belongs to a member of your organization, when a pending invitation already exists for it, or when your role cannot grant the role you chose.
You can also send invitations from the Team Management page; see The Team Management page.
Pending invitations
Invitations that have not been accepted appear under Pending Invitations on the Team page, with the email address, role, sender and expiry date. For each one:
- Copy Link copies the invitation link so you can share it yourself.
- Send Reminder emails the invitation again. You can send a reminder once every 24 hours; until then the button reads "Reminder sent <24h". A reminder does not extend the expiry date.
- Cancel withdraws the invitation, and its link stops working.
Sending a reminder or cancelling needs the Admin or Manager role.
An invitation expires seven days after it is sent. An expired invitation stays in the list until you cancel it, and while it is there you cannot send a new one to the same address. To invite that person again, select Cancel on the old invitation, then send a new one.
What the person you invite sees
The invitation link opens a page headed You're Invited. It names the person who sent it, your organization, the email address the invitation was sent to and the role it grants, and shows when it expires.
- Someone without a Propivix account selects Sign Up. After they create the account, Propivix brings them back to the invitation.
- Someone who already has an account selects Log In. After signing in, they open the invitation link again. If Propivix offers to set up a new workspace instead, they should skip it and open the link, because an account that already belongs to an organization cannot accept.
Once signed in with the invited address, they select Accept Invitation. The page shows Welcome to the Team and opens the dashboard. Invitees given the Admin, Manager or Proposal Lead role are then asked to set up multi-factor authentication before they can use the dashboard.
When an invitation cannot be accepted
- Signed in with a different address: the page says which address the invitation was sent to. Sign out, open the link again and sign in with that address.
- "This invitation has expired": ask the sender to cancel it and send a new one.
- "This invitation has already been accepted" or "...cancelled": the link cannot be used again. Ask for a new invitation if you still need one.
- "You are already a member of an organization. Please contact support to transfer organizations.": a Propivix account belongs to one organization at a time.
- "This invitation grants a role its sender cannot grant. Ask an administrator to send a new invitation.": the sender's role has changed since they sent it. An Admin needs to send a new one.
After someone joins
The new member appears in the Team page's member list with their role and the date they joined. There is no control in Propivix to change a member's role or remove a member. To do either, contact support.