Adding people to your workspace takes a minute. You send an invite by email, pick their role, and optionally share phone numbers with them right away. When they accept, they land in a short welcome flow and can start taking calls.
Before you start#
A few things to know first:
- Only owners and admins can invite people. Members can't.
- Your plan sets how many people you can add. If you're at the cap, the invite won't go through.
- To share a number when inviting, you need to own at least one phone number. If you don't, the new person gets sent to a buy-number page after they join.
Send an invitation#
- Go to Settings → User Management.
- Click Invite Team Member.
- Enter the person's email address.
- Pick a workspace role — Member or Workspace admin (more on this below).
- Optionally check the phone numbers you want to share and set an access level for each.
- Click Send Invitation.
The invite lands in their inbox and shows up in your Pending Invitations list with a "Pending" badge until they accept.
One at a time
There's no bulk or CSV invite yet. To add several people, run through the invite flow once for each email address.
Choosing a role#
The invite form gives you two roles:
- Member — Standard workspace access. They use the phone numbers you share with them, but can't manage the team or settings.
- Workspace admin — Manages the team, billing, and workspace settings. Admins get full access to all phone numbers automatically.
The role you pick here controls workspace permissions only. Phone number access is granted separately in the same form. For the full breakdown of what each role can do, see Roles & Permissions.
Start with Member
When in doubt, invite someone as a Member. You can upgrade them to admin later from the User Management page.
Sharing phone numbers#
You can pre-assign phone numbers right in the invite form. dialnote lists the numbers you own, and for each one you select you pick an access level:
- Full access — Full control over the number, including settings and member management.
- Call & text — Can make calls, send texts, and see activity. Can't change settings.
- View only — Can see call logs and activity, but can't call or text from the number.
The assignments activate automatically the moment the person accepts. You don't have to do anything else.
No number, no calls
If you don't share a number, the new member can still log in but can't make or take calls until they get one. They'll be sent to a buy-number page after onboarding. You can also assign numbers later from phone number settings.
If sharing a number fails after the email goes out (rare), the invite is still sent — you'll get a prompt to retry the phone assignment or skip it and handle it later from the team page.
What the invitee sees#
When someone accepts, they don't go through the full setup flow that org creators do. Instead they get a short welcome screen showing where to find the shared inbox, how to make calls from the browser, and how to collaborate with teammates. One tap on Get started drops them into the Quick Start checklist.
Managing pending invitations#
Pending invites live in the Pending Invitations table on the User Management page.
- Invitations expire after 7 days. After that, the person can't use the link.
- To cancel one, click the trash icon next to it. This removes the invite (and any phone numbers you'd pre-assigned to it).
- There's no resend button. If an invite expires or you delete it, just send a fresh one.
Hitting your plan limit
Pending invites count against your plan's user limit, since they're holding a seat. If you see a "user limit reached" message, either delete an unused pending invite or upgrade your plan for more seats.
What's Next#
- Roles & Permissions - What each role and access level can do
- Set availability - Control when each person receives calls
- Phone number settings - Change number access after someone joins
- Billing & plans - User limits depend on your plan