--- title: Inviting Team Members description: "You invite team members from **Team**, where a short four-step wizard emails each person a link to join your business. Getting your team in early means they can track time on your projects, and their profile decides what they can…" url: "https://help.onesuite.io/docs/inviting-team-members/" updated: "2026-10-01" category: Quick Start Guide --- # Inviting Team Members You invite team members from **Team**, where a short four-step wizard emails each person a link to join your business. Getting your team in early means they can track time on your projects, and their profile decides what they can see and do from day one. **In this guide you'll learn how to:** - Send an invitation from **Team** - Choose what the person can do with a profile - Add them to projects and set who reports to them - Resend or cancel an invitation that is still pending ## Before you start - You need permission to invite team members. Without it, the **Invite** button does not appear. - The number of people you can invite depends on your plan. If you have used all your seats, OneSuite tells you before the invitation is sent. ## How to invite a team member You invite someone by clicking **Invite** on the **Team** page and working through four short steps. Only their email address is required. 1. Click **Team** in the sidebar. 2. On the **Members** tab, click **Invite**. The **Invite person** page opens. 3. Under **Who are you inviting?**, enter their **Email**. Optionally add their **Type** (**Employee** or **Contractor**), **Roles**, **Departments**, **Weekly capacity**, **Billable rate**, **Cost rate** and a **Message (Optional)**. Click **Continue**. 4. Under **What can they do?**, choose a profile from **Profiles** or **Custom Profiles**. Click **Send Invitation**. The invitation is sent at this point. 5. Under **What project are they working on?**, add the projects they will work on, or click **Skip**. 6. Under **Okay, last thing! Does anyone report to them?**, pick the teammates they oversee, or click **Skip**. OneSuite confirms that the person has been invited. If you skip the projects step, they can't track time until you assign them to a project from **Team**. ![Invite person page on the Who are you inviting? step, with the Email field filled in and the Continue button visible](https://help.onesuite.io/wp-content/uploads/2026/10/inviting-team-members-1.webp) ### What each step sets | Step | Heading | What you set | Required | | --- | --- | --- | --- | | 1 | **Who are you inviting?** | Email, type, roles, departments, weekly capacity, rates and a message | Email only | | 2 | **What can they do?** | The profile that decides their access | A profile is always selected | | 3 | **What project are they working on?** | The projects they can track time on | No, you can skip it | | 4 | **Okay, last thing! Does anyone report to them?** | The teammates whose work they oversee | No, you can skip it | ## What are profiles and permissions? A profile is a set of permissions that decides what a person can see and do in OneSuite. You pick the closest one when you invite someone, and you can fine-tune it for them once they have accepted. - **Profiles** lists the built-in profiles. **Custom Profiles** lists the ones your business has saved. - To adjust access while inviting, change the permissions under the selected profile. Click **Save as custom profile** to reuse that set for the next person. - **Roles** in step 1 are labels such as Designer or QA. They organize the Team section and the reports, and they grant no access. You manage profiles in **Settings**, **Workspace**, **Profiles & Permissions**. See [How to Set Up Profiles and Permissions](https://help.onesuite.io/docs/how-to-set-up-profiles-and-permissions/). ## What happens when the person accepts? The person gets an email with a link to join your team, and joins from the invitation page it opens. - **New to OneSuite:** they enter their **First Name**, **Last Name** and a **Password**, then click **Create Account & Join**. - **Already have a OneSuite account:** they click **Accept Invitation**. Once they join, they appear on the **Members** tab with the profile and projects you chose. ## How to resend or cancel an invitation You manage a pending invitation from its row on the **Members** tab. 1. Click **Team** in the sidebar. 2. Find the person's row on the **Members** tab. 3. Open the row's **⋯** menu. 4. Click **Resend invitation** if they can't find the email, or **Cancel invitation** if they are no longer joining. Click **Edit** to change their details before they accept. Not using OneSuite yet? Start your free trial → ## FAQs ### Can I invite someone who already has a OneSuite account? Yes. They open the invitation link and click **Accept Invitation**. They don't need to create a new account. ### How many team members can I invite to OneSuite? It depends on your plan. On a paid plan with no spare seat, OneSuite asks **Add a seat?** before it sends the invitation. To see your plan, open the account menu and click **Billing**. ### Can I change what someone can do after they join? Yes. Go to **Team**, open the person, click **Edit**, and change their access in the **Permissions** section with **Update permissions**. You can't change your own permissions. ### Do roles control what a team member can access? No. Roles are labels that organize your team and reports. Access comes from the profile and permissions you choose in step 2. ### Can I just share one login with my team instead? You can, but everyone then has the same access and all time lands on one person. Inviting each person gives them their own timesheet, their own rates and only the access their profile allows. ## What to do next **Go deeper on invitations:** See every field and option in [Inviting Collaborators in OneSuite](https://help.onesuite.io/docs/inviting-teams/). **Control access:** Create and adjust profiles in [How to Set Up Profiles and Permissions](https://help.onesuite.io/docs/how-to-set-up-profiles-and-permissions/). **Manage your team:** Set capacity, rates and departments in [Managing Team Members in OneSuite](https://help.onesuite.io/docs/managing-team-members/).