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Invite a team member

Add colleagues to your organization and assign them a role so they can start translating on your team's subscription.

Prerequisites​

  • You are an organization manager or team manager. A team manager can only invite people into the teams they manage, and only sees those teams in the dialog.
  • Your organization already exists. Don't have one? Set up your organization first.

Steps​

  1. Go to your Profile page and click Manage Organization.
  2. On the People tab, click Invite people.
  3. Enter one or more email addresses (separate with a comma, space, or new line). Use the exact address the person will log in to Taia with.
  4. Select their role:
    • Team Member: can work on projects and use shared glossaries and TMs
    • Limited Team Member: can only work on tasks explicitly assigned to them
    • Team Manager: can create and assign tasks, view all team projects
    • External Linguist: receives task assignments but is not a team member
    • Organization Manager: full access to people, teams, billing and all projects (org managers only)
    • Billing Manager: billing and subscription only, with no access to projects or teams (org managers only)
  5. Select the Teams they join. You can pick as many as you like: the hint under the list reads "Pick one or more. They'll get one email and join every team you pick." Every role except Organization Manager and Billing Manager belongs to a team, so you need at least one. Those two roles are organization-level, so picking one hides the team choice. If your organization has only one team, the list is replaced by a line saying they'll join it.
  6. Click Send invites.
The Invite people dialog filled in with one email address, the Team Member role and the Documentation and Marketing teams selected in the Teams list, with Cancel and Send invites at the bottom.

The invitee receives one email with a link to accept, however many teams you picked. The email names every team, for example "teams R&D, Quality". Accepting it (or signing up through it) puts them in all of those teams at once, and they appear as a Member on the People tab.

The role you choose applies in every team you pick. If someone needs a different role in a second team, change it afterwards.

Why the address matters​

An invite is meant for the account whose email address it was sent to. Capital letters don't matter. If the invitee opens the link while logged in as a different account, for example a personal one instead of their work one, they see a notice naming both addresses:

  • Team invites can still be accepted with the other account, but only after the invitee confirms that's the account they want to join with. If the invite names several teams, that account joins only the first; the rest stay with the invited address, who sees them as a pending invite after logging in.
  • Organization Manager and Billing Manager invites can only be accepted by the address they were sent to. There's no way to accept them with another account.

Nothing is used up, so the invitee can log out and open the link again with the right account.

Two things to avoid:

  • Don't open an invite on the invitee's behalf. If you're helping someone accept on their device, log out of your own account first. Otherwise the invite meets your account, not theirs.
  • If they'd rather join with a different address, send a new invite to that address. Revoke the old one from the People tab if you no longer need it (see Pending invites).

What the invitee sees is covered in The invite says it was sent to a different address.

If they're already in one of the teams​

Teams the person is already in, or already has a pending invite to, are left out of the new invite. Taia tells you so when you send, with a note such as "sarah@example.com is already in the Registrations team, so their invite leaves it out." The other teams still go out.

Which roles and teams you see​

The roles and teams in the dialog depend on who you are:

  • Organization managers see all six roles and every team in the organization.
  • Team managers see Team Manager, Team Member, Limited Team Member and External Linguist. Organization Manager and Billing Manager are left out, because only an organization manager can hand those out. The Teams list shows only the teams you manage.

As an organization manager, the Role list looks like this:

The Role list as an organization manager sees it: Organization Manager, Team Manager, Team Member (ticked), Limited Team Member, Billing Manager and External Linguist.

As a team manager, it looks like this:

The Role list as a team manager sees it: only Team Manager, Team Member (ticked), Limited Team Member and External Linguist.

Pending invites​

Invites that haven't been accepted yet appear on the People tab with a "Pending invites" filter and an "Invite expired" status once the 7-day link expires. An invite to several teams shows as one row that lists every team. Resending it sends one email naming all of them, and revoking it cancels all of them. A team manager sees only the teams they manage on that row. If the invite also covers teams they don't manage and hasn't expired yet, resending it is refused with "This invite also covers teams you don't manage, so an org manager has to resend it."

Send your invitees something to read​

People often ignore an invitation email from a company they don't recognize, or never see it because it went to spam. Share this link alongside your invites:

help.taia.io/get-started/youve-been-invited

It tells them who the email is from, what to search for if they can't find it, what Taia is, and how to accept. You can paste it into the message where you tell colleagues to expect the invitation.

Last updated on by Taia Admin