Inviting team members

Grow your ContentsPal organization by inviting team members to collaborate on jobs and share chain of custody records. This guide shows you how to send invitations, track pending requests, and get your entire team set up and ready to work together.

Once you’ve created your account in ContentsPal, the first step to getting your team up and running is to invite other members of your organization. By adding your colleagues, you can:

• Share jobs and assign tasks.
• Maintain visibility across your team’s work.
• Ensure everyone has access to the same tools and chain of custody records.

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How to Add Team Members

1. Go to Organization
   • From the main menu, select Organization, then click the Members tab.
   • You’ll see yourself listed as a member.
2. Invite New Users
   • Click the Invite Members button at the top right of the Members tab.
   • Enter the email address of each team member you’d like to invite, and optionally their name. Click Add Another Invite to add more people (up to 50 at a time).
3. Send Invitations
   • Once you’ve filled out the list, click Send Invitations.
   • Each person will receive an email with a link to join your organization. They join with the Member role — you can change it from the ⋯ menu (Edit role).
4. Track Pending Invitations
   • Invited users appear in the Pending view of the Members tab until they accept.
   • For example, if you’ve invited Mary, you’ll see her listed under Pending until she clicks her invite. From there you can also Resend invite or Revoke invite.

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Troubleshooting

The invitee can’t find the invitation email

• The email comes from ContentsPal with the subject You’ve been invited to ContentsPal - Activate Your Account. Ask them to check their Spam, Junk, or Promotions folders.

• Some email providers switch off the links in messages they put in spam. Mark the email as Not spam (or move it to the inbox), and the link works again.

• Inside the email, click Set Up Your Password. If that doesn’t work, the email also includes the full link to copy into a browser.

• Still nothing? Resend it from the Pending view (⋯ → Resend invite). See Managing organization members for details.

The invitation page shows an error

• This invitation link has expired — invitations are valid for 7 days. Resend the invite and have them use the newest email.

• This invitation link has already been used — the account is already set up. They should sign in on the login page with the invited email. If they don’t know the password, they can click Forgot password? on the login page and use the same email.

• This invitation can no longer be accepted — the invitation was revoked or changed. Send them a new invite.

A teammate joined but can’t see any jobs

1. In Organization → Members, make sure they’re listed in the Members view, not Pending. If they’re still pending, they haven’t finished accepting the invite.

2. Check that they signed in with the exact email address you invited. Signing up separately with a different address creates a separate account that isn’t part of your organization.

3. Owners and admins see every job. Everyone else sees only the jobs they created, jobs shared with Everyone In My Organization, and jobs shared with them by name. A job set to Specific People in My Organization without them on the list, or to Private / No Sharing, stays hidden from them. You can change a job’s sharing in its settings; see Creating a Job.

4. Have them log out and back in, on the web and in the mobile app, so their access refreshes.