Inviting people to your organisation

You add colleagues from Settings, on the Users page. The role or permissions you choose when sending the invite are the ones they receive when they join.

The Users entry in the Settings menu, the Invite User button, and the cancel control on pending invites all require the Add / Edit / Delete Users permission. If you cannot see them, ask the organisation owner or another user with that permission to send the invite.

Send an invite

1. Open Settings.
2. Select Users in the left menu.
3. Select Invite User at the top right of the page.
4. Enter the person's address in the Email Address field.
5. Pick a role from the Role list, or select Customize permissions instead if no role fits. A role is a ready-made set of permissions.
6. If you chose to customise permissions, tick the individual permissions the person should have.
7. Select Send Invite.

To return to a role after choosing individual permissions, select Use a role template instead.

Send Invite stays greyed out until you enter an email address and either choose a role or tick at least one permission. You cannot send an invite with no access attached.

Choosing individual permissions instead of a role is included in the Pro plan and above. On Free and Starter, pick a role: an invite with individual permissions opens Not possible on your plan.

If the address already belongs to an active member of your organisation, or already has an invite waiting, the invite is refused and the reason appears in the invite window.

What happens after you send an invite

What happens next depends on whether the address already has a StockBold account. You do not choose between the two: StockBold decides.

If the address is new to StockBold, an invitation email is sent. The invite appears in Pending Invites on the Users page, with the expiry date and, if you picked one, the role.

If the address already has a StockBold account, no invitation link is sent. The person is added straight away as an active member with the role or permissions you picked. They receive an email and an in-app notification saying you added them, and there is nothing for them to accept.

Invitations to new StockBold users

The invitation email says who invited the person and to which organisation. It includes a button that opens the invitation page, plus the same link in plain text underneath in case the button does not work. The link is valid for seven days.

An invitation to an address that is new to StockBold is written in the sender's language, because StockBold does not yet know the recipient's language. If your colleague reads another language, tell them what to expect. Someone who already has an account receives the email in the language set on their own account.

This is how the person accepts:

1. They open the link from the email.
2. If they are not signed in, StockBold sends them to sign in, or to create an account with their email address already filled in.
3. Back on the invitation page, they see the organisation name, who invited them, the role and the expiry date.
4. They select Accept Invitation, then Go to Dashboard, which opens your organisation.

An invitation link works once. After it has been accepted, opening it again shows a message saying the invitation has already been used.

Adding someone with an existing account

Someone with an existing StockBold account is a member as soon as you add them. Your organisation appears in their organisation selector, and they switch to it from there.

They cannot decline. If you added the wrong person, remove them from the Users page.

A member shown with a Pending badge in the main user list was invited before people with an existing account were added straight away. They can still accept or decline from the notification they received then. Inviting them again activates their membership at once with the role you pick, without them accepting.

Removing a user deletes their membership. If you invite them again, someone with a StockBold account is added straight away and sees your organisation at once.

Member notifications

When someone joins your organisation, or accepts or declines an invitation, the owners and people with the Add / Edit / Delete Users permission are notified in StockBold and by email, unless they have turned it off under New member joined in Settings, then Notifications.

If you add someone who already has an account, you are not notified about it yourself.

Set departments

Departments are not part of the invite window. You assign them after the person has joined.

1. Open Settings.
2. Select Users.
3. Select the person's row to open their details.
4. Open the Departments tab.
5. Tick the departments they should work in.
6. Select Save.

Your own row, the organisation owner's row, and rows for anyone still pending do not open.

The Departments tab has an All Departments option, which is selected whenever no individual department is ticked. Leaving them empty is the widest setting, not the narrowest. An Admin always sees every department. See Departments: limiting what each person sees.

Manage a pending invite

A pending invite stays in Pending Invites until it is accepted or cancelled. The only control on its row is the cross, which cancels the invite. An expired invite remains on the list with its expiry date in the past, so a row in the section does not mean the link still works.

There is no button to send the same link again, and a second invite to an address that already has one pending is refused. If the invite has expired or the person lost the email, cancel the pending invite with the cross and invite the same address again. This creates a fresh link with a new seven-day window.

Someone listed in the main user list with a Pending badge also has a cross on their row. It removes their pending membership, which withdraws an invite to a person who already had a StockBold account.

If the person says the email never arrived, check the Users page first. If the invite is still listed under Pending Invites, it was created and the address is correct: have them check spam before you cancel and resend. If they are already in the main user list, they had a StockBold account and were added straight away; they only need to choose your organisation in the organisation selector.

User limits

Your plan sets how many users the organisation can have, and pending invitations count towards the limit. The Free plan includes 2 users, you included.

At the limit, Invite User cannot be used and User limit reached says what your plan includes. The owner sees Compare plans and Upgrade to followed by the next plan's name; everyone else is asked to have the organisation's owner change the plan. Removing a user or cancelling a pending invite frees a place.