Growing your team? dialnote makes it easy to bring new people on board. You can send email invitations, assign roles, and even pre-assign phone numbers before your teammates accept.
Sending an Invitation#
To invite a new team member:
- Go to Settings → User Management
- Click the Invite Team Member button
- Enter the invitee's email address
- Select a role:
- Member – Can view and contribute to projects
- Admin – Can manage team members and settings
- Click Send Invitation
After sending, an email goes out with a link to join your organization. Each invitation is valid for 7 days. After that it expires and you'll need to send a new one.
Pre-assign phone numbers
Right after sending an invitation, you'll see an option to assign phone numbers. Select the numbers you want to share and choose an access level for each. Access is granted automatically when the invitee accepts.
Assign at least one number
If you don't pre-assign a number, the invitee can accept and sign in, but they'll be sent to a buy-a-number page and can't make calls or send messages until they have one. Sharing a number now saves them that step.
Phone Number Access Levels#
When assigning phone numbers to invited members, pick the right access level:
| Level | What They Can Do |
|---|---|
| Owner | Full control – make calls, send messages, change settings |
| Shared User | Make calls and send messages, but can't modify settings |
| View Only | Read-only access to call history and conversations |
You can skip this step and assign numbers later through phone number settings.
What the Invitee Sees#
Your teammate receives an email with a link to accept. When they click it, they'll see:
- Your organization name
- The role you assigned
- Who sent the invitation
- When it expires
If they don't have a dialnote account yet, they can create one right from the invitation page. After accepting, they see a short welcome screen with your organization name and who invited them, then land straight in the app on the Quick Start page. It's much shorter than the full setup flow an organization creator goes through.
Existing accounts
If someone already has a dialnote account, they just need to log in and click Accept. They'll automatically join your organization with the assigned role.
Managing Pending Invitations#
Owners and admins can see all pending invitations in the User Management page. For each invitation, you'll see:
- Email address
- Assigned role
- Status (pending, accepted, or expired)
- Expiration date
Need to cancel an invitation? Click the trash icon to delete it. Only pending invitations can be deleted. Deleting removes the invitation and any phone numbers you pre-assigned to it, and the link in the email stops working right away.
Who Can Invite Members#
Only organization owners and admins can send invitations. Regular members will see a notice explaining they need to contact an admin to add someone. Want to know exactly what each role can do? See team roles.
Duplicate invitations
You can't send multiple pending invitations to the same email address. If someone didn't receive their invitation, delete the existing one first, then send a fresh invitation.
Team size limits
How many people you can invite depends on your plan's user limit. If you hit the cap, the invite fails with a "user limit reached" message — upgrade your plan to add more seats.
What's Next#
- Team roles - See what owners, admins, and members can each do
- Availability status - Control when teammates receive calls
- Phone number settings - Assign or change number access after someone joins