Inviting teammates
On DataMaker Cloud you can invite a colleague to your workspace before they have a DataMaker account. They sign up with the address you invited, and they join your workspace on their first sign-in.
Inviting someone
Open Settings → Team and invite the colleague by email address.
- If they already have a DataMaker account, they are added to the workspace straight away.
- If they do not, the invitation is recorded and held for them.
Addresses are matched without regard to case, so Ada@Example.com and
ada@example.com are the same person.
What happens when they sign up
The first time an invited person signs up, they join every workspace that invited them. They do not get a personal workspace of their own, because an extra unlicensed workspace is one nobody asked for and one that would meet the licensing wall the moment they opened it.
What the invited person receives
An invited colleague is emailed to tell them they have been invited, who invited them, the workspace, the role they will have, and when the invitation runs out. The message carries no accept link to click: they join by signing up with the address you invited, and the first sign-in is what admits them.
Email delivery is optional configuration, so a deployment may not have it. When no mail sender is configured, or a message cannot be sent, inviting still works and the invitation still holds its seat. The confirmation tells you the message did not go out, so you can let the person know yourself. Nothing about email can undo an invitation that has already been created.
Self-hosted operators turn delivery on with SENDGRID_API_KEY and MAIL_FROM
(see hosting/.env.example). MAIL_FROM has to be a sender address SendGrid
has verified; there is no default.
A pending invitation holds a seat
An invitation counts against your plan’s seat allowance from the moment you send it, not from the moment it is accepted. You have committed to that person, and counting only on acceptance would let an account invite well past its allowance and meet the difference at the next review.
The seat is released when the invitation is:
- accepted, at which point it becomes an ordinary membership,
- revoked by you, or
- expired, which happens automatically after 14 days.
Inviting the same address twice does not hold a second seat.
Someone who belongs to more than one of the workspaces on your licence is counted once, so an invitation to a colleague who is already a member elsewhere on your licence does not bill you twice.
Seeing and revoking invitations
Outstanding invitations are listed under Settings → Team, with the address, the role and the expiry, each with a Revoke button. Revoking one releases its seat immediately.
Revoked invitations are kept rather than deleted, so “we invited them and changed our mind” stays answerable and a drop in the seat figure has a reason behind it. Revoking an already-revoked invitation has no further effect.
Going over the seat allowance
An invitation is never refused for being over the allowance. Seats above the allowance are reported and billed, not blocked, and the invitation goes out as normal.
Self-hosted deployments
Self-hosted DataMaker cannot invite an address that has no account. It has no sign-up flow, so the invitation would hold a seat waiting for someone the deployment has no way to admit. Create the account first, then add them to the workspace.