Inviting is the alternative to creating an account by hand. Instead of you setting someone's password and telling it to them, they set their own.
Sending an invitation
From your company page (Settings → My Company) or a legal entity's detail page, choose Add member. A toggle at the top of the dialog selects between two modes:
- System member — the person already has a Cargolake account. Pick them from the list; they are added straight away.
- Invitation email — the person does not have an account. Enter their email address.
Choose Invitation email, enter the address, and submit. The system generates an invitation link and shows it to you with a Copy button.
The link is shown once, on screen. Copy it before closing the dialog. Cargolake displays it for you to send — through your own email, a message, however you normally reach the person. Do not assume an email has gone out automatically.
What the recipient does
Opening the link takes them to an acceptance page where they complete their details and set a password. Once accepted, they are a member of your legal entity and can sign in normally.
An invitation is tied to the email address it was issued for and is intended to be used once. Forwarding it to a different person is not a supported way to add someone else.
After they accept
A newly accepted member has no roles, exactly like a hand-created account. They can sign in and will see a nearly empty sidebar until you assign one. Go to Admin → Users, open their record, and assign the role their job needs — see Adding and managing users.
Seats
If your company is on a subscription with a fixed seat count, an invitation consumes a seat once accepted. When seats are full, adding members is blocked until you remove someone or increase the subscription. The used-versus-available count is on the company page.
Removing someone
Remove a member from the same page you added them. That revokes their access to the company's data; their user account itself remains.
When an invitation does not work
| Symptom | What to do |
|---|---|
| The recipient says the link is invalid or expired | Issue a new invitation. |
| The link was closed before copying | Issue a new invitation; the old one cannot be retrieved. |
| The recipient already has an account | Use System member instead — pick them from the list. |
| Adding is blocked entirely | Seats are full. Free one or extend the subscription. |
| They accepted but can see nothing | Expected. Assign them a role. |
Last updated 13 September 2026