Inviting your team

Everyone at your firm can work in the same workspace, and members are unlimited on every plan, so inviting someone never changes your bill. What each person can do depends on their role.

Invite a colleague#

Owners and admins can invite people.

1. In the sidebar, under Your firm, open Team.
2. Select Invite member.
3. Enter their Email address and choose a Role.
4. Select Send invitation.

They receive an email with a link to join. If they don't have a Cartenda account yet, the link goes to Create your account, and they join your workspace as soon as they have confirmed their email address. If they already have one, it goes to Log in.

Someone who signs up without using the link still finds the invitation. Once their email address is confirmed, their welcome page starts with Before you set up a firm and offers to join you. If they haven't done anything in the workspace their sign-up made, they can remove it in the same step. Until they accept, they are listed under Invitations. An invitation expires after three days. To renew one, select Send again beside it. It counts down for half a minute afterward, so the email has time to arrive before you send another. You can renew only an invitation offering a role that can do no more than you can, the same rule as sending one. If your own role is narrowed, invitations you sent that offer more than you can now do are withdrawn. To withdraw one, select the Cancel invitation button beside it.

What each role can do#

Every role can do the daily work: read the requests list, open documents, send requests, and build and edit forms.

Members can do only that. A member cannot open a form to clients, archive or delete a form, or change who a form is open to. They can send a form that is already open.

Admins can also:

• Change workspace settings, billing and branding
• Invite people and cancel invitations
• Build and change forms, including opening, closing, archiving and deleting them, and managing the firm's templates
• Delete what clients sent
• Export and download client data
• See the activity log
• See full SSNs and account numbers
• Create, rename and delete tags
• Choose who sees a client vault, and remove files from it

The owner can do everything an admin can, and is the only person who can:

• Change what other people can do, and remove people from the workspace
• Set how long documents are kept
• Decide how people sign in, such as requiring two-factor authentication
• Close the workspace, or hand it to someone else

There is one owner per workspace.

Give someone a role of your own#

Sometimes a member is too little and an admin is too much, such as a paraplanner who should send requests but not export. The owner can create a role in between.

1. On the Team page, under Roles, select New role.
2. Give it a Name, such as Paraplanner.
3. Under People with this role can, tick what it adds. The choices are the admin permissions listed above.
4. Select Create role.

The new role then appears in the Role list when you invite someone, and in the role menu beside each member. A role can be edited at any time, and deleted once nobody holds it. Everyone on the team can see what each role allows.

Change someone's role or remove them#

Only the owner can do this.

1. On the Team page, find the person.
2. Select the button showing their current role, and choose a new one. A check mark in the menu shows the role they hold now.
3. To remove them, select the Remove member button beside them, then confirm with Remove member.

Hand the workspace to someone else#

The owner can make another member the owner.

1. Select the role button beside that person, then Make owner….
2. Enter your password and confirm.

They become the owner, the one person who can close the workspace, change anybody's role and receive its invoices. You stay on as an admin, and only they can hand it back.

Keep sign-in secure#

The audit log records who did what in the workspace, and owners and admins can read it. We recommend everyone turns on two-factor authentication, and the owner can require it for the whole workspace. See Two-factor authentication and The audit log.