Team Invitations

Overview

Team invitations allow workspace owners to invite other users to collaborate on shared projects. Invitations are email-based and include role assignment, making it easy to onboard team members with the right permission level.

Sending an Invitation

Step 1: Navigate to Team

1. Go to Teams (from main dashboard)
2. Click the Add icon button (person_add) on the team card
3. This opens the “Add Member” modal

Step 2: Enter Invitation Details

Fill in the invitation form:

• Email: The email address of the person you want to invite
• Role: Choose ADMIN or MEMBER (see Roles & Permissions for details)

Step 3: Send the Invitation

Click Send Invite. The user will receive an email with:

• Your team name
• Their assigned role
• A link to accept the invitation
• 7-day expiration (after which the link expires)

Receiving an Invitation

As an Existing RunnerHub User

1. Check your email for the invitation
2. Click Accept Invitation
3. You’re immediately added to the workspace
4. The workspace appears in your workspace list

As a New User

1. Check your email for the invitation
2. Click Accept Invitation
3. You’ll be taken to the RunnerHub registration page
4. Complete registration with your email and password
5. After registration, you’re automatically added to the workspace

Tip

If you don’t have a RunnerHub account yet, registering via the invitation link registers you AND adds you to the team in one step.

Managing Invitations

View Pending Invitations

In the team settings, view pending invitations showing:

• Email address
• Assigned role
• Date sent
• Expiration date

Revoke an Invitation

To cancel an invitation before it’s accepted:

1. Go to Teams → [team card] → Pending Invitations
2. Find the pending invitation
3. Click the revoke icon button (icon-only; title=“Revoke invitation”)
4. Confirm the action

The invitation link expires immediately and the user cannot accept it.

Note

If you need to “resend” an invitation, revoke the existing one and create a new invitation instead.

Handling Plan Changes

Upgrading from Free to Paid

When a Free user upgrades to a paid plan (PAYG, Pro, or Business):

1. They can immediately create teams
2. They can invite other users
3. All their teams and invitations remain active

Downgrading to Free

When a paid user downgrades to Free:

Caution

Downgrading to Free deactivates all teams. Team members lose access to shared workspaces immediately.

1. All teams become inactive
2. Team members can no longer access shared workspaces
3. Pending invitations remain PENDING but cannot be accepted while teams are inactive
4. Team data is preserved (not deleted)
5. If you later upgrade back to a paid plan, all teams automatically reactivate with members and workspaces intact
6. Pending invitations become acceptable again when you re-upgrade

Note

This protection prevents unpaid users from creating teams. When you’re ready to upgrade again, your team structure is preserved and ready to use.

Invitation Scenarios

Scenario 1: Inviting an Existing User

• User already has a RunnerHub account
• They accept the invitation
• They immediately see your workspace in their workspace list

Scenario 2: Inviting a New User

• User has no RunnerHub account
• They click the invitation link
• They register on RunnerHub
• They’re automatically added to your team after registration

Scenario 3: Inviting a Free User

• User has a Free RunnerHub account
• They accept the invitation
• They can access your paid workspace
• Minutes they use count toward your plan
• They don’t need to upgrade to participate

Best Practices

Tip

• Use roles appropriately: Assign MEMBER role for most team members, ADMIN for trusted leads
• Revoke when no longer needed: Remove team members who are no longer actively contributing
• Communicate access levels: Let people know what they can and cannot do in their role
• Monitor active members: Regularly review your team to ensure all members are still active

Troubleshooting

Invitation Email Not Received

1. Check spam folder
2. Ask the team owner to revoke and create a new invitation
3. Verify the email address is correct

Expired Invitation

1. Ask the team owner to revoke and send a new invitation
2. Expired invitations cannot be reused—a new invitation must be sent

Cannot Find the Workspace After Accepting

1. Refresh your browser
2. Check if the workspace appears in Dashboard → Workspaces
3. If still missing, contact the workspace owner

Lost Access After Plan Downgrade

If the team owner downgrades to Free:

1. Your access to shared workspaces is temporarily unavailable
2. When the owner upgrades again, your access automatically restores
3. Contact the team owner to upgrade or invite you to a different workspace