TestOwlHow to Invite Team Members to a Project
Invite teammates to collaborate on your project by email and give each of them the project role that fits what they'll do.
Only Owners and Admins can invite and manage team members. See Project Roles for what each role can do.
Inviting a team member
- 1Open Settings from your project.
- 2Go to the User Management tab.
- 3Click Invite User.
- 4Enter the person's Email.
- 5Optionally add a Personal note — a short message that appears in the invitation email.
- 6Choose their Role: Viewer, Editor, Admin, or Owner. You can only pick roles up to your own level, so Admins can't invite Owners.
- 7Click Send Invite.
The person receives an email with a link to join your project. The link is valid for 7 days, and if it hasn't been used TestOwl sends one reminder email about two days before it expires.
Invitations count towards your seats
Each active member — including you — and each pending invitation uses one seat on your plan. If you're out of seats, the Invite User button turns into an upgrade button. See Plans & Usage.
What happens when they open the link
- They already have a TestOwl account with that email address — they sign in and join the project.
- They're new to TestOwl — they create an account with the same email address, and the invitation is accepted automatically once they've signed up.
- They're signed in with a different account — TestOwl asks them to switch to the invited email address first.
Use the invited email address
An invitation can only be accepted using the email address it was sent to. Each invitation grants exactly one membership: if the same email happens to have accounts with more than one sign-in method, only the first account to accept joins.
For more about accounts and sign-in methods, see Account & Authentication.
Managing the team
The User Management table lists every member and every pending invitation with their Name, Email, Role, State (Member or Pending), when they were Added, and who invited them. Use the search and filters above the table to find someone.
| To… | Do this |
|---|---|
| Change someone's role | Click their row, choose a new role in the Edit Role window, and save. The change is immediate. |
| Remove a member | Click Remove and confirm. They lose access immediately, but the tests and other items they created stay in the project. |
| Resend an invitation | Click Resend on a pending invitation to send the email again. |
| Revoke an invitation | Click Revoke on a pending invitation. The link stops working. |
| See what happened to an invitation | Click Activity to view its history: sent, resent, reminder sent, accepted, revoked, or expired. |
A few rules protect the team:
- You can't invite yourself, and you can't invite someone who is already a member.
- You can't change your own role or remove yourself.
- You can only manage members whose role is at or below your own. Only an Owner can change or remove another Owner.
- If the person who sent an invitation is later removed or loses the right to grant that role, the invitation stops working.
- A project that is read-only (see Plans & Usage) can't accept new members.