Invite Team Members is the easiest and most secure way to add new people to your Invoice Genie organization. Instead of creating accounts manually, you generate a time-limited invitation link and share it — the new team member clicks the link, sets up their own account, and joins your organization with the role you assigned. This guide walks you through the entire process.
Before You Begin
- Only Administrators can create and manage invitations.
- Your organization has a user limit. You can only send invitations if you have available user slots.
- Invitation links are time-limited and usage-limited — they expire automatically and can only be used the number of times you specify.
Step 1: Open Invite Team Members
- Tap your profile avatar (the circle with your initials) in the top-right corner of the screen.
- In the Account menu, scroll down to the Administration section.
- Tap “Invite Team Members” (shown with a yellow key icon).
The Invite Team Members screen opens with a header explaining the feature: “Create secure, time-limited tokens to onboard new users to your organization. Each token can be configured with a specific role and usage limit. After you generate the token, the link will be automatically copied — share it with your crew members so they can register in your organization.”
Step 2: Check Available User Slots
Near the top of the screen, you’ll see a green card showing your user slot availability — for example:
👥 6 of 10 user slots available
This tells you how many more users can join your organization. If all slots are taken, the card turns red and the Create Token button will be disabled.
Note: Reserved slots (from active, unused tokens) count toward your limit. For example, if you have 10 slots, 4 active users, and an active token with 2 max uses, only 4 slots remain available.
Step 3: Create an Invitation
- Tap the blue “Create Token” button.
- A form appears with the following fields:
Role
Choose the role that the new team member will be assigned when they register. Options include:
- Crew Member — Standard team member (default)
- Manager — Operational access
- Accountant — Financial oversight
- Administrator — Full access to everything
Max Uses
Set how many people can use this invitation link to register. The default is 1 (for a single invitation). You can increase this if you want the same link to work for multiple people — for example, set it to 5 if you’re onboarding a team of 5.
The maximum is capped at your available user slots.
Expires In (hours)
Set how long the invitation remains active. The default is 24 hours. After this time passes, the link automatically expires and can no longer be used.
Description (Optional)
Add a note to help you remember what this invitation is for — for example, “Invite for new crew member — John Doe” or “Onboarding link for summer contractors”. This is only visible to you.
- Tap “Generate Token”.
The registration link is automatically copied to your clipboard and a confirmation appears: “Link Copied! The registration link has been copied to your clipboard.”
Step 4: Share the Invitation Link
After generating an invitation, you’ll see it appear in the list below. Each active invitation has action buttons:
Copy
Tap the blue copy icon to copy the registration link to your clipboard again at any time. Then paste it into any messaging app.
Share
Tap the green share icon to open the iOS share sheet. This lets you send the invitation link via:
- Messages (iMessage / SMS)
- WhatsApp, Slack, or any other app
- AirDrop
The share message includes the role and expiry time so the recipient knows what to expect.
Tip: The invitation link takes the new team member to app.myinvoicegenie.com/register where they can create their account with the pre-assigned role — no additional configuration needed on your end.
Step 5: Monitor Your Invitations
All your invitations are listed below the Create Token button. Each card shows:
| Element | What It Shows |
|---|---|
| Token Code | The first 8 characters of the token (e.g., “2acfff87…”) — for identification |
| Status Badge | Current state of the invitation (see status descriptions below) |
| Role | The role assigned to this invitation (e.g., “Crew Member”) |
| Uses | How many times the link has been used vs. the maximum (e.g., “1/1 Uses” or “0/6 Uses”) |
| Assigned Business | Which business the new user will be added to (e.g., “Lawn Care”) |
| Expiry | Remaining time or when it expired (e.g., “Expires in 23 hours” or “Expired 4w ago”) |
| Description | Your optional note (if provided) |
Invitation Status Meanings
| Status | Color | Meaning |
|---|---|---|
| Active | Green | The invitation is ready to use — the link works and registrations are accepted |
| Expired | Orange | The time limit has passed — the link no longer works |
| Exhausted | Orange | All allowed uses have been consumed — the link no longer works |
| Revoked | Red | You manually deleted this invitation |
Step 6: Delete an Invitation
To revoke an invitation so it can no longer be used:
- Find the invitation in the list.
- Tap the red trash icon on the card.
- Confirm by tapping “Delete” in the dialog.
The invitation’s status changes to “Revoked” and anyone who tries to use the link will no longer be able to register.
Delete All Invitations
To remove all invitations at once, tap the red “Delete All” button below the Create Token button. Confirm in the dialog to permanently delete all invitations.
Note: Deleting an invitation does not affect users who have already registered using that link — their accounts remain active.
What the New Team Member Sees
When the person you’ve invited opens the registration link, here’s what happens:
- They’re taken to the Invoice Genie registration page in their browser.
- They fill in their account details (username, email, password, name).
- Their role is automatically assigned based on your invitation settings — they don’t need to choose one.
- Once registered, they can download the Invoice Genie app and sign in with their new credentials.
- They’ll have access to the business(es) you assigned to the invitation.
Tips for Inviting Team Members
- Use a short expiry for sensitive roles — For Administrator invitations, set a short expiry (e.g., 1-2 hours) so the link doesn’t stay active longer than needed.
- One invitation per person — For security, create individual invitations (Max Uses = 1) when inviting specific people. This way you know exactly who used each link.
- Batch invitations for teams — If you’re onboarding a group at the same time (e.g., a crew of 5), set Max Uses to the group size so everyone can use the same link.
- Add descriptions — Use the optional description field to note who the invitation is for. This makes it easy to track which links have been used and by whom.
- Delete unused invitations — Regularly clean up expired or unused invitations to keep your list organized and free up reserved user slots.
- Check user slots before inviting — If you see “No slots available,” you’ll need to remove existing users or contact support to increase your limit before you can invite new team members.
Summary
Invite Team Members makes onboarding fast and secure. Here’s a quick recap:
- Open Invite Team Members from the Administration section in your profile menu
- Check your available user slots
- Create an invitation — choose a role, set max uses and expiry time
- Share the link — it’s automatically copied to your clipboard, or use the share sheet to send via any messaging app
- Monitor invitation status — Active, Expired, Exhausted, or Revoked
- Delete invitations when they’re no longer needed
No more creating accounts manually or sharing passwords — just generate a link, send it, and your new team member is ready to go!
