Invite Your Team
HeyKazi works best when your whole team is on board. This guide shows you how to invite colleagues, choose the right role for each person, and manage pending invitations.
Only Admins and Owners can invite team members. If you are a Member, you can view the team list but will not see the invite form.
Navigating to Team Settings
Open the left sidebar and click Team. This takes you to the Team page at /org/your-org/team.
At the top of the page you will see a heading with a member count badge — for example, “Team” with “3 members” beside it. Below that, the page is split into two main sections:
- Invite a team member — the form to send new invitations (visible to Admins and Owners)
- Team tabs — a tabbed view with a Members list and a Pending Invitations list
If you are the only person in the organisation, the members tab shows: “Just you for now — Invite team members to collaborate on projects, track time, and share documents.”
Sending an Invitation
Step 1 — Go to the Team page
Click Team in the sidebar. You will see the invite form at the top of the page.
Step 2 — Enter an email address
Type your colleague’s email address into the Email address field. The placeholder shows colleague@company.com as an example.
Step 3 — Select a role
Choose a role from the Role dropdown. The dropdown has two sections:
- System roles: Member and Admin
- Custom roles: any additional roles your organisation has defined (if applicable)
See the role descriptions below to decide which fits best.
Step 4 — Send the invite
Click Send Invite. The invitation is sent immediately and the person appears in the Pending Invitations tab.
Customising Permissions for Custom Roles
If you select a custom role, you may see a Customize for this user section appear below the role dropdown. Expanding this section reveals a list of individual capabilities you can toggle on or off for this specific invitation.
Capabilities modified from the base role are marked with a + (added) or - (removed) indicator so you can see at a glance what has changed.
Understanding Roles
HeyKazi has three built-in roles and supports custom roles for more granular control.
| Role | What they can do |
|---|---|
| Owner | Full access to everything, including billing and subscription management. There is one Owner per organisation — the person who created it. |
| Admin | Manage projects, customers, team members, and settings. Can invite and remove members. Cannot manage the subscription. |
| Member | Work on projects they are assigned to — create tasks, log time, and add documents. Cannot access organisation settings or invite others. |
Custom roles let you fine-tune access beyond the built-in options. Admins can create custom roles with a specific set of capabilities — for example, a “Senior Associate” role that can manage project members but not organisation settings.
For most organisations, Member is the right choice for the majority of your team. Reserve Admin for managers or team leads who need to manage settings and invite others.
What Happens Next
Once you send an invitation, here is what the recipient experiences:
- They receive an email with a link to join your organisation.
- Clicking the link takes them through account creation (or signs them in if they already have an account).
- They land on the organisation dashboard with the role you assigned — ready to start working.
The new team member will see the same Getting Started checklist on their dashboard to help them get oriented.
Managing Pending Invitations
Switch to the Pending Invitations tab on the Team page to see all outstanding invitations. The table shows:
| Column | Description |
|---|---|
| The email address the invitation was sent to | |
| Role | The role assigned to the invitation (shown as a badge) |
| Invited | The date the invitation was sent |
| Actions | A Revoke button to cancel the invitation |
If someone has not accepted their invitation and you need to cancel it, click Revoke. The invitation is removed immediately and the recipient can no longer use the link.
Revoking an invitation cannot be undone. If you change your mind, you will need to send a new invitation.
Plan Limits
Your organisation’s plan determines how many team members you can have. The Team page displays a progress bar showing your current usage — for example, “3 of 10 members.”
When you reach your plan limit, the invite form shows: “Member limit reached. Upgrade to invite more members.” with a link to your billing settings where you can upgrade your plan.
Tips and Best Practices
- Start small — invite your core team first and expand as you settle into the platform.
- Use Member for most staff — the Member role covers everyday work like tasks, time tracking, and documents.
- Reserve Admin for managers — only people who need to manage settings, invite others, or configure rate cards should be Admins.
- Review pending invitations regularly — revoke any that have gone stale so your member count stays accurate.
Related Features
- Quick Setup — get your account and organisation up and running
- Your First Project — now that your team is set up, create your first project together