Invite your team members

In InnoBooks, you invite your staff, managers or accountants by email and give each one a role that controls their access. The invited person gets a link to activate their account and set a password. Here’s how it works.

What you’ll need #

• An InnoBooks account with permission to create members (an Admin role or equivalent).
• The first name, last name and email of each person to invite.
• A paid plan: on a free plan, InnoBooks first prompts you to upgrade before you can add members.

Steps #

1. Open the Team Members page

   From the menu, open the Team Members page, then click Add Team Members at the top right. The invitation window opens.

2. Enter the member’s information

   Under Member Information, fill in the person’s First name, Last name and Email. This is the address the invitation will be sent to.

3. Choose a role and its access

   Under Select a Role, tick the role you want on the left: Admin (Full access to your InnoBook account), Manager (Full access to your InnoBook account with exceptions), Employee (Track their own time and expenses), Contractor (Track their own time and expenses and send you invoices) or Accountant(Free) (Access reports, invoices and create journal entries). The right panel shows the permissions granted by the selected role.

4. Send the invitation

   Click Save at the bottom of the window. The member then appears in the list with an Invited tag until they activate their account.

5. The person activates their account

   The invited person receives an email and opens the Create an account page (“Activate your account to get started. Create your password and complete your profile.”). They enter their first name, last name and password, accept the terms, then click Create an account.

6. Manage the member later (Optional)

   Click a member’s name to open their profile. You’ll find the Basic Information and Role and Permissions sections: click the pencil icon next to Role to open the Update Role window. If an invitation has expired (an Expired tag), use the Resend link in the list.

Tips & edge cases #

• An invitation is valid for 7 days. After that it shows the Expired tag and you can relaunch it with Resend.
• The Admin role grants full access; keep it for trusted people. For limited access, prefer Employee or Contractor.
• An invited member’s email can’t be changed when you resend: only the first name, last name and role stay adjustable before resending.
• On a free plan, the Add Team Members button first opens the plan purchase window.

Frequently asked questions #

How do I invite an employee to InnoBooks? #

Open the Team Members page, click Add Team Members, enter the First name, Last name and Email, choose a role under Select a Role, then click Save.

Which role gives which access? #

Admin: full access. Manager: full access with exceptions. Employee: track their own time and expenses. Contractor: track time and expenses and send you invoices. Accountant(Free): access reports, invoices and create journal entries. The permission details appear on the right when you select a role.

What happens if the invitation expired? #

After 7 days, the invitation shows the Expired tag in the member list. Click Resend to send a fresh invitation to the same person.

Related articles #

• Secure your account with two-factor authentication
• Set up your business information