As an Admin, you can invite new team members to your organization in Rool by sending them an email invitation. Each invitation includes the person's organization role and, optionally, assignments to specific branches. This guide walks you through the full process.
Who Can Send Invitations?
Only users with the Admin role can invite new team members. If you do not see the invite option, ask an existing Admin in your organization for access.
Sending an Invitation
Navigate to your organization's Settings page.
Click the Invite Team Member button to open the invitation dialog.
In the dialog that appears, fill in the following:
Email Address
Enter the email address of the person you want to invite. This is where the invitation email will be sent.
Organization Role
Choose the role the new team member will have across the organization. There are three options:
Editor -- Full access to the organization, including all branches and the ability to manage posts. Does not include billing access.
Member -- Access is limited to specific branches that you assign (see the next step). This is the default role.
Admin -- Full access to everything, including team management and billing settings.
Tip: If the person only needs to work within certain branches, choose Member and assign them to the relevant branches below. Editors and Admins automatically have access to all branches.
Branch Assignments (Members Only)
When you select the Member role, a list of your organization's branches appears. You must assign the member to at least one branch.
Check the box next to each branch the person should have access to.
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For each selected branch, choose a branch-level role:
Manager -- Can create and edit posts for that branch.
Contributor -- Can only create posts for that branch.
If you select Editor or Admin as the organization role, the branch assignment section does not appear because those roles already have access to all branches.
Sending the Invitation
Once you have filled in the email, chosen a role, and (if applicable) assigned branches, click the Send Invitation button at the bottom of the dialog.
If the invitation is sent successfully, you will see a confirmation message. The dialog will close automatically.
What the Invitee Receives
The invited person receives an email with:
The name of your organization.
The role they have been invited to (for example, "Editor" or "Member").
A prominent Accept Invitation button linking to Rool.
The invitation link is secured with a unique token and expires after 7 days. If the link expires before the person accepts, you can resend the invitation (see below).
Managing Pending Invitations
After sending an invitation, it appears in your list of Pending Invitations on the Settings page. From here you can:
Resend -- Send a fresh invitation email with a new link and a new 7-day expiration window. This is useful if the original invitation expired or the email was lost.
Revoke -- Cancel the invitation so the link can no longer be used. Only Admins can revoke invitations.
Validation and Error Messages
Rool checks several things before sending an invitation. You may see one of the following messages:
Message |
What It Means |
|---|---|
"Please enter an email address" |
The email field is empty. |
"Please enter a valid email address" |
The email format is not recognized. |
"Members must be assigned to at least one branch" |
You selected the Member role but did not check any branches. |
"This email already has a pending invitation" |
An invitation was already sent to this address and has not yet been accepted, revoked, or expired. |
"This email is already a member of the organization" |
The person is already part of your organization. |
Frequently Asked Questions
Can I invite someone and assign them to branches at the same time? Yes. When you choose the Member role, the branch assignment section appears right in the invitation dialog. The branch assignments are saved with the invitation and applied automatically when the person accepts.
What happens when the invitation expires? The invite link stops working after 7 days. The invitation will still appear in your pending invitations list. Click Resend to generate a fresh link and send a new email.
Can I change someone's role after they accept? Yes. After a team member joins, you can update their organization role and branch assignments from the team management area in Settings.
Does the invitee need to use the same email address the invitation was sent to? No. The invitation link works regardless of which email address the person uses to sign in or create an account. However, using the same email keeps records consistent.
What if I accidentally revoke an invitation? You will need to send a brand-new invitation to the same email address. Revoked invitations cannot be reinstated.