Invite & manage members

This is the full life cycle of a colleague in Mountify: the three-step invitation, where they wait until they accept, how their rights are changed, and what happens if they leave. It all lives on one screen — Users & Permissions — split into three tabs that are important not to mix up.

The most common mistake: somebody who hasn’t accepted their invitation yet does not appear in the Members tab. They’re in the Invitations tab. If you’re looking for them under “Members” and can’t find them, that’s normal.

1. Open the team screen

The two routes are:

• The quick one: the business monogram tile (top of the narrow rail on the left) → Members.
• The long one: Workspace settings → the Users & Permissions tile.

The page has three tabs, each with a counter:

Tab	What it holds
Members	The people who already have access. Counter = the active ones.
Invitations	Sent invitations not yet accepted (or expired / cancelled).
Roles & Permissions	The permission templates.

If the Users & Permissions tile isn’t in Settings, your role lacks the Manage members & permissions permission. Ask the owner to grant it.

2. Send the invitation — step 1 “People”

1. Click Invite people at the top right (the button shows in the Members and Invitations tabs, but not in “Roles & Permissions”).
2. A three-step wizard opens: People · Permissions · Review. The bar at the top reads “Step 1 of 3”.
3. In the Who should we invite? field enter the emails. The hint says “One email per line, or comma-separated” — both work.
4. Under the field each address appears as a chip. Neutral = valid, red = invalid. Invalid ones are simply ignored when sending.
5. Bottom left tells you how many invitations are ready. Click Continue.

Technical limits worth knowing:

Rule	Value
Maximum addresses per invitation	50
Addresses are lower-cased	yes — Ivan@… and ivan@… are the same person
Duplicate addresses in one field	merged into one
Invitations per 24 hours	capped — under the field it reads “You can send N more invitations today (up to M per 24 hours).“

3. Step 2 “Permissions”

Here you decide what the person can do. The heading is What can they do?, with the hint “Start from a preset or build a custom set from scratch.”

1. The selector at the top left applies a ready template. When the wizard opens, the Member role is already applied. Open the selector and pick another role — Admin, Viewer, or one of your own. The checkboxes below fill in immediately. Owner isn’t in the list: the owner role can’t be given by invitation.
2. To the right of the selector sits a counter — “N permissions”.
3. Below it are the two blocks: the Modules table (View · Add · Edit · Delete across seven modules) and the Special list of switches.
4. You can tick any checkbox by hand. View is mandatory: without it the other three in the row are greyed out.
5. The Invitation expires in field at the bottom accepts 1, 3, 7, 14 or 30 days. The default is 7 days.
6. Click Continue.

The Continue button is disabled when no permission is selected. When the wizard opens, the Member set is already ticked. If you untick everything, apply a preset or tick at least one box.

You can’t grant more than you hold. If you pick a permission you don’t have yourself, the server refuses the invitation with “You can’t grant permissions you don’t have yourself.” For a role that contains such a permission the message is “This role grants permissions you don’t have yourself, so you can’t invite people into it.” The wizard stays open and the addresses you typed are kept.

4. Step 3 “Review” and sending

The last step is a checklist:

Row	What it shows
Recipients	Only the valid addresses
Based on	The name of the matching preset, or Custom (no preset) if the set is hand-made
Permissions	A short list per module + the special ones that are on
Expires	”7 days after sending”
Sent by	You

Click Send N invitations. The wizard waits for the server’s answer: the “Sent N invitations” message counts only the invitations actually created, and every skipped address gets its own message with the reason. Then the wizard closes.

Who wasn’t invited is in the messages. Skipped addresses are listed in “Not invited — …” messages with the reason: “already on the team”, “an invitation is already pending”, “temporary or blocked email address” or “the daily limit of N invitations is reached”. Whether the email itself arrived, you see in the Invitations tab — the delivery label under the status (Delivered, Bounced and so on). See Pending invitations.

5. What the recipient does

1. They get an email with a link to the invitation.
2. They open it and see “You’ve been invited to «Business name»” with the line “Sign in or create an account for … to accept this invitation.”
3. They click Sign in / Sign up and go through registration (email → six-digit code → a password of at least 8 characters), or sign in if they already have an account.
4. They come back to the “Join «Business name»” screen and click Accept.
5. If their profile has no name yet, the Tell us your name block appears first, with First name (required) and Last name.

Only after they press Accept does the person appear in the Members tab with status Active. It takes a second or two to show up.

The full detail of that side of the process is in Give staff a login.

6. What the members list shows

The Members tab is a table with these columns:

Column	Content
Member	Avatar, name, with email and job title underneath. Next to your own name sits a You chip.
Role	A label with the matching role’s name, or Custom. Hover it for the Active permissions list.
Status	Active (green dot) or Deactivated (the row is dimmed).
Last active	”2 hours ago”, “3 days ago”, or a date.
Joined	A date.

Above the table there’s a Search by name or email… box, a role filter (All roles / each role / Custom) and a “N of M members” counter.

7. Changing a role

Changing a role is NOT in the ⋯ menu. Here’s how it works:

1. In the Members tab find the person’s row.
2. Click the label in the “Role” column — it is a button.
3. A Permissions · Person’s name dialog opens.
4. Top left there’s a selector. Open it and pick a role — the checkboxes fill in from the template. Or tick the boxes by hand.
5. Click Save.

What to expect:

• The change takes effect immediately, but the access cache lives for up to half a minute. If your colleague doesn’t notice the difference, ask them to reload.
• After a hand edit the row’s label usually becomes Custom, even if you applied a preset. That’s normal — the explanation is in Roles & permissions.
• If you pick Owner in the selector, only the permission set is copied — the person doesn’t become the owner, and their label shows Admin.
• Changing a role deletes nothing: the person’s bookings, payments and notes stay.

Two rows have no clickable label:

• your own — you can’t change your own permissions. Ask another person with Manage members & permissions;
• the owner’s row (label Owner).

The owner is protected. Their role, permissions and status can’t be changed from this screen, and the server refuses any attempt to change them. If the owner’s role has to change, contact support.

8. The ⋯ menu — what’s in it

At the end of a row sits a ⋯ with exactly two actions:

• Deactivate (or Reactivate if the person is deactivated);
• Remove from workspace (in red).

There is no “Change role”, no “Transfer ownership”, no “Resend”. Full instructions for deactivating and removing are in Change or remove access.

The menu does not appear on your own row or on the owner’s row.

9. Ownership does not transfer

The CRM has no ownership-transfer button. If the owner is leaving the business:

• their row has no ⋯ menu — it can’t be deactivated or removed;
• their role label doesn’t open — their permissions can’t be changed;
• the Owner role can’t be given by invitation either — it isn’t in the role list when you invite.

The server guards the owner’s row on its own, too. Any change to the owner’s role, permissions or status is refused. If the owner is leaving — contact support.

Common questions

I invited someone but I can’t see them in “Members”. They’re in the Invitations tab with status Sent. They only move to “Members” after pressing Accept.

Can I invite several people with different rights at once? Not in one invitation — the permissions in the wizard apply to every recipient. Send a separate invitation per group.

Can I change an invitation’s email? No. Cancel it and send a new one to the right address.

Will I be notified when somebody accepts? No. Check the Invitations tab — the status turns to Accepted.

How many people can I invite? There’s no cap on people and you don’t pay for them. See Does adding a teammate cost extra?.

How do I invite someone to just one of my boards? You can’t. See Can I limit someone to one salon?.

Troubleshooting

Symptom	Cause	Fix
A “Not invited — …” message appeared and there’s no new row under “Invitations”	The address is already on the team, already has a pending invitation, is temporary or blocked, or the daily limit is reached — the reason is in the message	Check the Invitations tab and the Members list for the same address. If it’s the limit — try later
The invitation never arrived	Look at the delivery label under the status in Invitations: Bounced or Not sent — a problem with the address or the send (the reason is in the tooltip); Delivered — the email is in their mailbox, most often in spam	Wrong address — cancel the invitation and invite the right one. Otherwise click the Resend icon — it issues a fresh link and a fresh expiry
”You can’t grant permissions you don’t have yourself.” or “This role grants permissions you don’t have yourself…” when sending	The invitation includes a permission you don’t hold yourself	Untick the offending boxes, pick a smaller role, or ask the owner to send the invitation
I can’t click my own role label	You can’t edit your own permissions	Ask another person with Manage members & permissions
The owner’s row has no ⋯ and its label doesn’t open	The owner’s row is protected	That’s normal. If the owner has to change — contact support
The colleague accepted but doesn’t see the business	Membership materialises a second or two after acceptance	Ask them to reload. If it’s still missing after a minute, sign out and back in
”by —” in the sender column	A known cosmetic gap: the sender’s name isn’t resolved in the list	Harmless — the status and dates are correct

What’s next

• Pending invitations — the Invitations tab in detail.
• Give staff a login — what the invitee sees and does.
• Change or remove access — deactivating and removing.
• Roles & permissions — what every checkbox means.