Inviting Members

Overview

Owners and Admins can invite new members to a Kowiki workspace. Each invited person receives an email with a link to join, and you assign their role at the time of invitation.

How to Invite a Member

1. Go to Settings → Team
2. Click Invite Member
3. Enter the person's email address
4. Select a role from the dropdown — Owner, Admin, Editor, or Viewer
5. Click Send Invitation

The invited person receives an email with a link to join your workspace. If they already have a Kowiki account, they can accept immediately. If not, the link guides them through account creation first.

Sending Bulk Invitations

To invite multiple people at once:

1. Go to Settings → Team
2. Click Invite Member
3. Enter multiple email addresses separated by commas or paste them one per line
4. Select the role that applies to all recipients
5. Click Send Invitations

All recipients in a bulk invite receive the same role. If you need to invite people with different roles, send separate batches.

What the Invited Person Sees

When someone receives an invitation:

• They get an email from Kowiki with your workspace name and an Accept Invitation button
• Clicking the button takes them to Kowiki's sign-up page (or straight to the workspace if they already have an account)
• After signing up, they land in your workspace with the role you assigned
• The invitation link expires after 7 days

Managing Pending Invitations

Pending invitations appear in a separate list on the Settings → Team page. For each pending invitation, you can see:

• The email address
• The assigned role
• When the invitation was sent

Resending an Invitation

If someone missed the email or the link expired, click the Resend button next to their pending invitation. This sends a fresh email with a new 7-day expiration.

Revoking an Invitation

To cancel an invitation before it is accepted:

1. Go to Settings → Team
2. Find the invitation in the Pending list
3. Click Revoke

Revoking an invitation immediately invalidates the link. The person can no longer use it to join your workspace.

Plan Limits

Your plan determines how many Editors and Viewers you can have:

• Free — 1 Editor, 5 Viewers
• Pro — 3 Editors, 25 Viewers
• Pro+ — 10 Editors, 100 Viewers
• Business — Unlimited Editors, Unlimited Viewers

If you reach your seat limit for a role, you need to upgrade your plan or remove an existing member before inviting someone new at that role. You can still invite members at roles with available seats.

Synced users from Slack or Microsoft Teams do not count toward these limits. For full plan details, see Plans Overview.

Tips

• Invite people as Viewers first, then upgrade their role later if they need to contribute content
• Use bulk invites when onboarding a new team — paste the email list from your HR system or team channel
• Check pending invitations periodically and revoke any that are no longer relevant
• If an invitation email is not arriving, ask the recipient to check their spam folder