> ## Documentation Index
> Fetch the complete documentation index at: https://docs.mixus.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Inviting Team Members

> Add team members to your mixus organization and manage their access and permissions

Expand your team's AI capabilities by inviting colleagues to join your mixus organization. Manage invitations, set appropriate permissions, and onboard new members effectively for seamless collaboration.

## Overview

Team invitations in mixus enable you to build collaborative AI workflows with your colleagues. Whether you're adding a single team member or onboarding an entire department, mixus provides flexible invitation and permission management to ensure secure and productive collaboration.

## How Team Invitations Work

The invitation process follows a streamlined, secure workflow:

1. **Send Invitation**: Org admins invite users by email with a role assignment
2. **Email Delivery**: Invitees receive a secure, time-limited invitation link
3. **Account Setup**: Clicking the link opens a sign-up form with the invitee's email pre-filled and auto-verified — no separate email confirmation required
4. **Permission Assignment**: The invitee's role and org membership are configured automatically when they accept
5. **First Login**: New members land directly in the organization and can start using mixus immediately

<Card title="Team invitation workflow" icon="image">
  Image placeholder - To be added
</Card>

## Invitation Methods

### Email Invitations

#### Single User Invitations

Invite individual team members directly from the organization settings:

```text Single Invitation Process theme={null}
👥 Organization Settings → Members → Invite by Email
├── 📧 Email Address: colleague@company.com
├── 👤 Role: Member / Admin
└── 💬 Optional personal message

What happens next:
├── Invitee receives a secure email from mixus
├── They click the link → sign-up form opens with email pre-filled
├── They enter their name and create a password
└── Account is created and they join the org instantly
```

#### Bulk Invitations

Invite multiple users simultaneously:

```csv Bulk Invitation CSV Format theme={null}
email,role,department,message
alice@company.com,admin,engineering,"Welcome to our dev team!"
bob@company.com,member,marketing,"Excited to have you join us!"
carol@company.com,viewer,sales,"Access to our sales AI tools"
```

### Team Integration

#### Domain-Based Invitations

Automatically invite users from your company domain:

```json Domain Configuration theme={null}
{
  "domain": "company.com",
  "auto_invite": true,
  "default_role": "member",
  "require_admin_approval": false,
  "departments": {
    "engineering": "member",
    "leadership": "admin",
    "interns": "viewer"
  }
}
```

#### SSO Integration

Seamlessly invite users through Single Sign-On:

```text SSO Invitation Flow theme={null}
🔐 SSO Provider (Okta/Azure AD) → mixus Integration
├── 👥 Auto-provision users from directory
├── 🏷️ Map roles from SSO groups
├── 📁 Inherit department structure
└── 🔄 Sync user updates automatically
```

## Role-Based Access Control

### User Roles

#### Organization Admin

Full administrative control over the organization:

```text Admin Permissions theme={null}
🔧 Organization Management:
├── ✅ Manage billing and subscriptions
├── ✅ Invite and remove team members
├── ✅ Configure SSO and security settings
├── ✅ Access usage analytics and reports
├── ✅ Manage integrations and connections
└── ✅ Configure organization-wide policies

🤖 AI and Content:
├── ✅ Create and manage all agents
├── ✅ Access all conversations and files
├── ✅ Configure AI model access
└── ✅ Manage knowledge bases
```

#### Team Member

Standard collaborative access for productive work:

```text Member Permissions theme={null}
🤖 AI Capabilities:
├── ✅ Create and run personal agents
├── ✅ Access all AI models
├── ✅ Use integrations and tools
├── ✅ Upload and analyze files
├── ✅ Participate in team conversations
└── ✅ Build personal knowledge bases

👥 Collaboration:
├── ✅ Share agents with team members
├── ✅ Join team spaces and conversations
├── ✅ Comment on shared content
└── ❌ Cannot manage other users
```

#### Viewer

Read-only access for stakeholders and external collaborators:

```text Viewer Permissions theme={null}
👁️ View-Only Access:
├── ✅ View shared conversations
├── ✅ Read shared documents and reports
├── ✅ Access public knowledge bases
├── ✅ Receive notifications and updates
├── ❌ Cannot create or modify content
├── ❌ Cannot run agents or tools
└── ❌ Cannot access integrations
```

### Custom Permissions

#### Department-Specific Access

Tailor permissions for different organizational needs:

```json Custom Permission Sets theme={null}
{
  "marketing_team": {
    "ai_models": ["gpt-4", "claude-3"],
    "integrations": ["social_media", "email", "analytics"],
    "agent_creation": true,
    "file_upload_limit": "100MB",
    "knowledge_base_access": ["marketing", "public"]
  },
  "finance_team": {
    "ai_models": ["claude-4", "gpt-4"],
    "integrations": ["salesforce", "quickbooks"],
    "agent_creation": "admin_approval",
    "file_upload_limit": "500MB",
    "knowledge_base_access": ["finance", "executive"]
  }
}
```

#### Project-Based Access

Grant access based on specific projects or initiatives:

```text Project Access Control theme={null}
📁 Project Alpha Team:
├── 👥 Members: Engineering + Product + Design
├── 🤖 Agents: Development Assistant, Code Reviewer
├── 🔧 Integrations: GitHub, Slack, Figma
├── 📊 Files: Project docs, specs, designs
└── ⏰ Duration: 6 months (auto-expires)
```

## Invitation Management

### Invitation Status Tracking

#### Invitation Dashboard

Monitor all pending and completed invitations:

```text Invitation Status Overview theme={null}
📊 Invitation Dashboard:
├── ✅ Accepted: 24 users (80%)
├── ⏳ Pending: 4 users (13%)
├── ❌ Expired: 2 users (7%)
├── 🔄 Resent: 3 users
└── 📈 This Month: +8 new members

📋 Recent Activity:
- Alice Johnson accepted invitation (2 hours ago)
- Bob Smith invitation pending (3 days)
- Carol Wilson invitation expired (1 week ago)
```

#### Shareable Invite Links

Admins can generate a one-time shareable link to send via any channel (Slack, WhatsApp, etc.):

```text Shareable Invite Link theme={null}
⚡ Generate from: Organization Settings → Members → Generate Invite Link
├── Choose expiry: 1 hour / 24 hours / 48 hours / 7 days
├── Copy and share via any channel
├── Link is single-use and expires automatically
└── Expired links show a clear error — request a new one from your admin
```

#### Invitation Actions

Manage individual invitations effectively:

```text Invitation Management Actions theme={null}
⚡ Available Actions (org admins only):
├── 📧 Send new email invitation
├── 🔗 Generate shareable invite link
├── ❌ Revoke a pending invitation
└── 📋 View invitation history and expiry status
```

### Bulk Operations

#### Team Import

Import entire teams from external systems:

```csv Team Import Template theme={null}
email,first_name,last_name,role,department,manager_email
alice@co.com,Alice,Johnson,member,engineering,lead@co.com
bob@co.com,Bob,Smith,admin,product,cto@co.com
carol@co.com,Carol,Wilson,viewer,design,creative@co.com
```

#### Mass Permission Updates

Update permissions for multiple users simultaneously:

```json Bulk Permission Update theme={null}
{
  "operation": "update_permissions",
  "filter": {
    "department": "marketing",
    "role": "member"
  },
  "changes": {
    "add_integrations": ["instagram", "tiktok"],
    "ai_model_access": ["gpt-4", "claude-3"],
    "file_upload_limit": "200MB"
  }
}
```

## Onboarding Experience

### New User Journey

#### Welcome Email

Comprehensive introduction for new team members:

```text Welcome Email Template theme={null}
📧 Welcome to mixus AI!

Hi [Name],

You've been invited to join [Organization] on mixus! Here's what you can do:

🤖 Your AI Capabilities:
- Access to [Model List] AI models
- [Integration Count] integrations available
- [Storage Limit] file storage
- [Agent Limit] personal agents

🚀 Getting Started:
1. Complete your profile setup
2. Join your team space: [Team Name]
3. Try your first AI conversation
4. Explore available integrations

📚 Resources:
- Getting Started Guide: [Link]
- Team Playbook: [Link]
- Support: support@mixus.com

Welcome aboard!
The mixus Team
```

#### Guided Setup Process

Step-by-step onboarding for new users:

```text Onboarding Checklist theme={null}
✅ Onboarding Steps:
├── 1️⃣ Account Setup (2 min)
│   ├── ✅ Create password
│   ├── ✅ Verify email
│   └── ✅ Accept terms
├── 2️⃣ Profile Configuration (3 min)
│   ├── ✅ Add profile photo
│   ├── ✅ Set preferences
│   └── ✅ Choose notification settings
├── 3️⃣ Team Integration (5 min)
│   ├── ✅ Join team spaces
│   ├── ✅ Connect integrations
│   └── ✅ Review shared resources
└── 4️⃣ First AI Interaction (5 min)
    ├── ✅ Start first conversation
    ├── ✅ Try file analysis
    └── ✅ Explore available tools
```

### Training and Resources

#### Interactive Tutorials

Hands-on learning experiences for new users:

```text Training Modules theme={null}
📚 Available Tutorials:
├── 🎯 Basics: "Your First AI Conversation"
├── 🔧 Tools: "Using Integrations Effectively"
├── 🤖 Agents: "Creating Your First Agent"
├── 👥 Collaboration: "Working with Your Team"
├── 📊 Advanced: "Data Analysis with AI"
└── 🔒 Security: "Best Practices and Compliance"

⏱️ Estimated completion: 30 minutes total
🏆 Completion badge: "mixus Certified"
```

#### Team-Specific Onboarding

Customized training based on role and department:

```json Role-Based Training theme={null}
{
  "marketing_team": {
    "required_modules": [
      "social_media_integration",
      "content_creation_agents",
      "analytics_tools"
    ],
    "optional_modules": ["advanced_automation", "custom_integrations"]
  },
  "engineering_team": {
    "required_modules": [
      "code_generation_tools",
      "github_integration",
      "technical_documentation"
    ],
    "optional_modules": ["deployment_automation", "monitoring_agents"]
  }
}
```

## Team Organization

### Department Structure

#### Organizational Hierarchy

Structure teams for effective collaboration:

```text Organization Structure theme={null}
🏢 Company Organization:
├── 👔 Executive Team
│   ├── 👤 CEO (Admin)
│   ├── 👤 CTO (Admin)
│   └── 👤 CMO (Admin)
├── 💻 Engineering
│   ├── 👤 Tech Lead (Admin)
│   ├── 👥 Senior Engineers (Member)
│   └── 👥 Junior Engineers (Member)
├── 📈 Marketing
│   ├── 👤 Marketing Director (Admin)
│   ├── 👥 Marketing Managers (Member)
│   └── 👥 Content Creators (Member)
└── 💼 Sales
    ├── 👤 Sales Director (Admin)
    ├── 👥 Account Managers (Member)
    └── 👥 Sales Development (Member)
```

#### Cross-Functional Teams

Create project-based teams across departments:

```text Cross-Functional Setup theme={null}
🎯 Project Teams:
├── 🚀 Product Launch Team
│   ├── 👥 Product (3 members)
│   ├── 👥 Engineering (4 members)
│   ├── 👥 Marketing (2 members)
│   └── 👥 Sales (2 members)
├── 🔧 Platform Team
│   ├── 👥 Engineering (6 members)
│   ├── 👥 DevOps (2 members)
│   └── 👥 Product (1 member)
└── 📊 Analytics Team
    ├── 👥 Data Science (3 members)
    ├── 👥 Engineering (2 members)
    └── 👥 Business (2 members)
```

### Access Management

#### Team Spaces

Organize collaboration around shared objectives:

```text Team Space Configuration theme={null}
📁 Marketing Team Space:
├── 🤖 Shared Agents: Content Creator, Social Media Manager
├── 📊 Shared Files: Brand guidelines, campaign assets
├── 🔗 Integrations: Social platforms, email tools
├── 💬 Team Chats: Strategy, campaigns, analytics
└── 📚 Knowledge Base: Marketing playbooks, templates

🔐 Access Control:
├── ✅ Marketing team: Full access
├── ✅ Leadership: View access
├── ✅ Related teams: Specific resource access
└── ❌ Other departments: No access
```

#### Resource Sharing

Control access to agents, files, and integrations:

```json Resource Sharing Configuration theme={null}
{
  "shared_agents": {
    "customer_support_bot": {
      "access": ["support", "sales", "leadership"],
      "permissions": {
        "support": "full",
        "sales": "run_only",
        "leadership": "view_only"
      }
    }
  },
  "shared_integrations": {
    "salesforce": {
      "access": ["sales", "marketing", "support"],
      "data_scope": {
        "sales": "full_access",
        "marketing": "read_leads",
        "support": "read_customers"
      }
    }
  }
}
```

## Best Practices

### Invitation Strategy

1. **Plan Your Team Structure**
   ```text Planning Checklist theme={null}
   📋 Pre-Invitation Planning:
   ├── 🎯 Define team objectives and use cases
   ├── 👥 Identify key stakeholders and champions
   ├── 🔐 Plan permission and access levels
   ├── 📚 Prepare onboarding materials
   ├── 🔗 Set up necessary integrations
   └── 📈 Define success metrics
   ```

````
2. **Gradual Rollout Approach**
   ```text Rollout Strategy
📈 Phased Implementation:

   Phase 1: Core Team (Week 1-2)
   - Invite team leads and champions
   - Set up basic workflows and agents
   - Gather initial feedback

   Phase 2: Extended Team (Week 3-4)
   - Invite power users and early adopters
   - Expand integration usage
   - Refine processes based on feedback

   Phase 3: Full Organization (Week 5+)
   - Invite remaining team members
   - Scale successful workflows
   - Provide ongoing training and support
````

3. **Communication and Change Management**
   ```text Communication Plan theme={null}
   📢 Communication Strategy:
   ├── 📧 Pre-announcement: "AI tools coming to our team"
   ├── 🎓 Training sessions: Hands-on workshops
   ├── 👥 Champions program: Internal advocates
   ├── 📊 Regular updates: Progress and success stories
   └── 💬 Feedback loops: Continuous improvement
   ```

```

### Security and Compliance

1. **Access Control Best Practices**
   - Use principle of least privilege
   - Regularly review and audit permissions
   - Implement approval workflows for sensitive operations
   - Monitor user activity and access patterns

2. **Data Protection**
   - Ensure new members understand data policies
   - Configure appropriate data retention settings
   - Limit access to sensitive information
   - Regular security training and updates

3. **Compliance Management**
   - Document all permission changes
   - Maintain audit trails for access grants
   - Regular compliance reviews and assessments
   - Incident response procedures

## Troubleshooting

### Common Invitation Issues

#### Email Delivery Problems
**Problem**: Invitation emails not being received
**Solutions**:
- Check spam/junk folders
- Verify email address spelling
- Add mixus.ai to email whitelist
- Try alternative email address
- Contact email administrator about filtering

#### Account Setup Difficulties
**Problem**: Users cannot complete account setup
**Solutions**:
- Verify the invitation link hasn't expired — links expire based on the duration set when the link was generated (1h to 7 days for shareable links, 30 days for email invitations)
- Ask your org admin to send a fresh invitation or generate a new shareable link
- Clear browser cache and cookies, then retry
- Try a different browser or device
- Check corporate firewall or email filtering settings
- Note: email is automatically verified via the invitation — no separate verification step is needed

#### Permission Access Issues
**Problem**: New users cannot access expected resources
**Solutions**:
- Verify role assignment is correct
- Check department-specific permissions
- Confirm team space memberships
- Review integration access settings
- Allow time for permission propagation

### Organization Management

#### Role Assignment Conflicts
**Problem**: Users have incorrect or conflicting permissions
**Solutions**:
- Review organizational hierarchy
- Check for overlapping role assignments
- Verify department mappings
- Use bulk update tools for consistency
- Document permission inheritance rules

#### Integration Access Problems
**Problem**: Team members cannot access shared integrations
**Solutions**:
- Verify integration sharing settings
- Check individual user permissions
- Confirm integration authentication status
- Review organization-level integration policies
- Test integration access with test account

## Related Features

- [Real-time Collaboration](/multiplayer/realtime) - Work together on AI projects
- [Security Settings](/security/overview) - Manage organizational security
- [Organization Management](/organization/overview) - Advanced org administration

## What's Next?

Ready to build your AI-powered team? Here are your next steps:

1. **[Set up integrations](/integrations/setup)** your team will need
2. **[Create shared agents](/agents/creating)** for common workflows
3. **[Explore real-time collaboration](/multiplayer/realtime)** for advanced team features
4. **[Configure organization settings](/organization/overview)** for team management

---

*Need help with team invitations or organization setup? Contact our [support team](/support/contact) or check our [troubleshooting guide](/support/troubleshooting).*
```