Team Invitations

Manage team invitations to collaborate on Forest SEO projects. Invite colleagues, track pending invitations, and accept invitations to join other projects.

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📧 Understanding Invitations

What is an Invitation?

An invitation is an email request to join a Forest SEO project. Project owners and admins can invite team members by email to collaborate on content generation and management.

Invitation Flow:

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Invitation States

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📤 Sending Invitations

Who Can Invite

Permission Requirements:

• ✅ Project Owner — Full invite access
• ✅ Admin role — Can invite members
• ❌ Member role — Cannot invite
• ❌ Viewer role — Cannot invite

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Step-by-Step: Invite Team Member

Step 1: Navigate to Team

1. Open Dashboard
2. Click Team in sidebar
3. Team management page opens

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Step 2: Open Invite Dialog

1. Click Invite Team Member button (top right)
2. Invitation dialog appears

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Step 3: Enter Details

Required Information:

Role Selection:

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Step 4: Send Invitation

1. Review email and role
2. Click Send Invitation
3. System sends email immediately

What Happens:

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Step 5: Confirmation

After sending:

✅ Success Indicators:

• "Invitation sent" toast notification
• Invitation appears in pending list
• Email count incremented

📧 Email Sent Contains:

• Project name
• Your name (who invited them)
• Assigned role
• Accept invitation link
• Link expiration (7 days)

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Invitation Email Preview

Subject: You've been invited to join [Project Name] on Forest SEO

Body:

Hi there!

John Smith has invited you to join the project "Marketing Content" 
on Forest SEO.

Role: Member

You'll be able to:
- Generate SEO content
- Manage keywords
- Publish to platforms
- Collaborate with the team

[Accept Invitation Button]

This invitation expires in 7 days.

Questions? Reply to this email or contact [email protected]

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📋 Managing Pending Invitations

View Pending Invitations

Location:

• Dashboard → Team → Invitations Section

Invitation Card Display:

Information Shown:

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Resend Invitation

When to Resend:

• Invitee didn't receive email
• Email went to spam folder
• Original invitation expired
• Invitee lost the link

How to Resend:

1. Find invitation in pending list
2. Click Actions (⋮) menu
3. Select Resend Invitation
4. New email sent immediately

Resend Process:

Important Notes:

• ✅ Generates new invitation link
• ✅ Extends expiration by 7 days
• ✅ Old link remains valid
• 📧 New email sent to same address

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Cancel Invitation

When to Cancel:

• Invited wrong person
• Person declined verbally
• Role assignment changed
• Position no longer available

How to Cancel:

1. Find invitation in pending list
2. Click Actions (⋮) menu
3. Select Cancel Invitation
4. Confirm cancellation

Cancellation Effects:

What Happens:

• ❌ Invitation link becomes invalid
• 🗑️ Removed from pending list
• 📊 Invitation count decreases
• 📧 Invitee receives NO notification
• 🔄 Can re-invite same email later

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Bulk Actions (Coming Soon)

Future Capability:

Manage multiple invitations at once:

Actions Available:

• ✅ Resend multiple invitations
• ❌ Cancel multiple invitations
• 📧 Resend all expired invitations
• 🗑️ Clear all old invitations

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✅ Accepting Invitations

Receiving an Invitation

As an Invitee:

When someone invites you to their project:

1. 📧 Email Arrives — Check your inbox
2. 🔍 Review Details — Project name, role, inviter
3. 🖱️ Click Link — "Accept Invitation" button
4. 🔐 Log In — Or create account if new
5. ✅ Accept — Confirm joining project

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Invitation Acceptance Flow

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Step-by-Step: Accept Invitation

Step 1: Open Email

1. Check your inbox for invitation email
2. Verify sender is from Forest SEO
3. Review project details in email

Email Safety Tips:

• ✅ Check sender: [email protected]
• ✅ Verify project name is familiar
• ✅ Recognize inviter's name
• ⚠️ Suspicious? Contact inviter directly

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Step 2: Click Invitation Link

1. Click Accept Invitation button in email
2. Opens Forest SEO in browser
3. Redirects to invitation acceptance page

Link Format:

https://app.forestseo.com/invite?code=abc123xyz789

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Step 3: Authenticate

If Already Logged In:

• Proceeds directly to acceptance modal

If Not Logged In:

1. Redirected to login page
2. Enter credentials or sign up
3. After authentication, returns to invitation

New User Flow:

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Step 4: Review Invitation Details

Invitation Modal Shows:

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Step 5: Accept or Decline

Accept:

1. Click Accept Invitation button
2. Processing (usually < 2 seconds)
3. Success confirmation
4. Redirected to project dashboard

Decline:

1. Click Decline button
2. Invitation dismissed
3. No notification sent to inviter
4. Can accept later from resent invitation

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Multiple Pending Invitations

If You Have Multiple Invites:

The invitation modal shows all pending invitations:

Handle Each Invitation:

• ✅ Accept all, some, or none
• ⏭️ Process one at a time
• 🔄 Modal updates after each action
• ✅ Join multiple projects at once

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🔗 Invitation Links

Link Structure

Invitation Link Contains:

• Unique invitation code
• Project identifier
• Expiration timestamp
• Security token

Example:

https://app.forestseo.com/invite?code=inv_abc123xyz789def456

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Link Security

Security Features:

Protection Mechanisms:

• 🔐 Cryptographically secure codes
• 📧 Email verification (invited email only)
• ⏰ Time-limited validity (7 days)
• 🚫 Admin can revoke anytime
• ✅ HTTPS encryption in transit

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Link Expiration

Expiration Timeline:

When Link Expires:

• ❌ Link becomes invalid
• 📧 "Expired" badge shown in dashboard
• 🔄 Admin must resend invitation
• 📧 Invitee receives NO notification about expiration

Handling Expired Invitations:

1. Admin sees "Expired" status
2. Click Resend to generate new link
3. New 7-day window starts
4. Invitee receives new email

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📊 Invitation Statistics

Team Dashboard Stats

Metrics Displayed:

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Tracking Invitation Status

Per-Invitation Tracking:

• 📤 Sent date and time
• 📧 Last resend date
• ⏰ Days until expiration
• 👤 Who sent invitation
• 🎭 Assigned role

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⚠️ Troubleshooting

Issue 1: Invitation Email Not Received

Symptoms:

• Invitee didn't get email
• No invitation in inbox

Common Causes:

Steps to Resolve:

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Issue 2: Invitation Link Expired

Symptoms:

• "Invitation expired" error
• Link doesn't work
• "Invalid invitation" message

Solution:

1. Contact person who invited you
2. Request resend of invitation
3. New link will be valid for 7 more days

For Admins:

1. Go to Team → Invitations
2. Find expired invitation
3. Click Resend
4. New email sent automatically

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Issue 3: Can't Accept Invitation

Symptoms:

• Error when clicking Accept
• Page won't load
• Button doesn't work

Troubleshooting Steps:

1. Clear Browser Cache

   • Try incognito/private window
   • Clear cookies for forestseo.com

2. Check Authentication

   • Ensure you're logged in
   • Use the invited email address

3. Verify Link

   • Use link from most recent email
   • Don't modify URL manually

4. Try Different Browser

   • Chrome, Firefox, Safari, Edge
   • Disable browser extensions

5. Contact Support

   • If all else fails
   • Provide invitation code
   • Include error messages

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Issue 4: Joined Wrong Project

Scenario: Accepted invitation by mistake

Solution:

1. Contact project owner/admin
2. Request removal from team
3. Owner can remove you from Team page

Prevention:

• Read invitation details carefully
• Verify project name before accepting
• Check who invited you

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Issue 5: Multiple Accounts

Scenario: Have multiple Forest SEO accounts, invitation sent to wrong one

Solution:

Important: Invitations are email-specific. Must use the invited email to accept.

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🎯 Invitation Best Practices

For Admins (Sending Invitations)

1. Verify Email Addresses

Before Sending:

• ✅ Double-check spelling
• ✅ Confirm email is active
• ✅ Use business email when appropriate
• ❌ Avoid typos (common mistake!)

Example Mistakes:

• ❌ [email protected] → ✅ [email protected]
• ❌ [email protected] → ✅ [email protected]

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2. Assign Appropriate Roles

Role Assignment Guidelines:

Security Principle: Least privilege - start with Member, upgrade if needed.

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3. Follow Up

Invitation Follow-Up:

Best Practices:

• 📧 Day 1: Send separate notification (Slack, etc.)
• 📊 Day 3: Check if accepted
• 📧 Day 5: Personal follow-up if still pending
• 🔄 Day 7: Resend if no response

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4. Onboard After Acceptance

Post-Acceptance Actions:

• ✅ Send welcome message
• ✅ Share project guidelines
• ✅ Schedule onboarding call
• ✅ Grant access to resources
• ✅ Assign first task

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For Invitees (Receiving Invitations)

1. Verify Legitimacy

Before Accepting:

• ✅ Recognize project name
• ✅ Know who invited you
• ✅ Verify email sender
• ⚠️ Contact inviter if unsure

Red Flags:

• ❌ Unknown project name
• ❌ Unrecognized inviter
• ❌ Suspicious sender address
• ❌ Unusual role assignment

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2. Review Permissions

Before Accepting, Understand:

What can you do with assigned role?

Admin:

• ✅ Full project access
• ⚠️ Can delete content
• ⚠️ Can remove members
• 💡 High responsibility

Member:

• ✅ Create and edit content
• ✅ Publish to platforms
• ❌ Cannot manage team
• 💡 Standard access

Viewer:

• ✅ Read-only access
• ❌ Cannot edit
• ❌ Cannot publish
• 💡 Safe for external stakeholders

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3. Accept Promptly

Why Accept Quickly:

• ⏰ 7-day expiration limit
• 🤝 Shows commitment
• 🚀 Start contributing sooner
• 📊 Helps team planning

If You Can't Accept Immediately:

• 📧 Reply to inviter
• 📅 Mention expected timeframe
• 🔖 Save email for later

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4. Decline If Inappropriate

When to Decline:

• Wrong project
• Don't have capacity
• Conflict of interest
• Not your role

How to Decline Gracefully:

• 📧 Email inviter directly
• 🙏 Thank them for invitation
• 📝 Briefly explain reason
• ❌ Then decline in system

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📧 Notification Settings

Email Notifications

Notification Types:

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Managing Notifications

Settings Location:

• Dashboard → Settings → Notifications

Granular Control:

• ✅ Team invitation notifications
• ✅ Member join notifications
• ✅ Role change notifications
• ✅ Member removal notifications

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🔒 Security & Privacy

Invitation Security

Security Measures:

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Data Privacy

What's Shared in Invitations:

• ✅ Project name
• ✅ Inviter's email
• ✅ Assigned role
• ❌ Project content (not until accepted)
• ❌ Team member details (not until accepted)
• ❌ Analytics data (not until accepted)

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❓ Frequently Asked Questions

Can I invite someone without their email?

No. Email is required to send invitation and verify identity.

How long are invitations valid?

7 days from sending. After expiration, admin must resend.

Can I change role after sending invitation?

Not directly. You must:

1. Cancel existing invitation
2. Send new invitation with correct role

Or after they accept, change role in member management.

What if invitee uses different email to sign up?

They must:

1. Log in with the invited email address
2. Or contact support to link accounts

Invitations are email-specific and cannot be transferred.

Can I invite same person multiple times?

Yes, but only one pending invitation per email at a time.

• Previous pending invitations are automatically cancelled
• Multiple projects can each invite same email

Does invitee need to pay?

No! Team members don't pay:

• Project owner pays for subscription
• Subscription cost = $39/month per seat
• All team members have full access

See Subscription Plans for pricing details.

Can I see who viewed invitation?

No. You can only see:

• ✅ If invitation was accepted
• ✅ When it was sent
• ❌ Not when link was opened
• ❌ Not if email was read

What happens to invitations if I delete project?

All pending invitations are cancelled:

• Links become invalid immediately
• No notification sent to invitees
• Cannot be recovered

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🔗 Related Documentation

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💡 Pro Tips

Tip #1: Send invitations with a personal message via email or Slack alongside the system invitation for better acceptance rates.

Tip #2: Invite with Member role first. It's easier to upgrade later than to downgrade if someone has too much access.

Tip #3: Set a calendar reminder to check pending invitations every few days. Follow up on those approaching expiration.

Tip #4: For new team members, schedule a quick onboarding call right after they accept to get them productive faster.

Tip #5: Keep your team lean. More members = higher subscription cost. Only invite people who will actively contribute.

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🎬 Quick Actions

Ready to collaborate? Choose your path:

• 📤 Send Invitation — Invite a team member
• 🔄 Resend Invitation — Email didn't arrive
• ✅ Accept Invitation — Join a project
• ❌ Cancel Invitation — Revoke pending invite

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Questions? Contact support at [email protected] or visit our Help Center.