---
title: Invitations to the team
summary: A person is invited by email with a role, has 7 days to accept, and can accept only when signed in with the address the invitation was sent to.
tools: []
related: [team-and-roles, ownership-transfer, organisation-business-branch]
search: [invite staff, add employee, team member]
---

# Invitations to the team

A business adds a person to its team by an invitation sent to their email.
There is no other way to add someone.

## Sending

Settings → **People and invitations** → **Invite**. The form asks for:

- **Name** of the person. This is how they are named in the list of invitations: the
  name is the first line of the card, the address under it. For a **New master** the
  name is required: it is the master's name in the calendar. After the person accepts,
  the team shows the name they gave themselves.
- **Email** of the person. Capital letters and spaces at the ends do not matter.
- **Role:** one of the roles of the organization, by its name. The list has every
  role, but a role wider than your rights is a grey row with the reason and cannot
  be chosen; with no role besides the Owner, the window offers the ready-made roles
  of Talemo: **Add** makes the role, and the window goes on to the invitation.
  Whoever does not create roles has no **Invite** button, and the line "To invite a
  person you need a role" says what is missing. An owner is not made by an
  invitation (see
  [Handing over ownership](ownership-transfer.md)). A waiting invitation holds
  its role: the role is not removed until the invitation is answered or moved to
  another role (see [Team and roles](team-and-roles.md)).
- **Where it applies:** all branches, future ones too, or a list of them, no wider
  than the branches of the person who invites.
- **Booking calendar** — whether the person gets a row of their own in the booking
  calendar:
  - **New master** (in the industry, "specialist", "trainer" or "teacher") — the master
    is made in the calendar at once, when the invitation is sent, under the name from
    the form. Visits can be booked to them once their services are marked in **Settings
    → Who does what**. If the invitation applies in several branches, the form asks
    for the master's **Branch**. This needs the right to add masters to the calendar.
  - **Already in the calendar** — the person becomes a master who is already in the
    calendar: they see their schedule and visits. The list has only masters who have no
    person yet and are not held by another invitation; with none, the choice is not
    shown. This needs the right to change masters.
  - **Not needed** — clients do not book to this person.

  For a role that sees only its own (a master's), **New master** is the default; for
  other roles it is **Not needed**; changing the role does not reset what was chosen by
  hand. A master someone else is waiting for or has taken can't be chosen: Talemo says
  they are linked to another person or are waiting for another invitation.

The same form with several rows, **Invite your team**, comes right after a
business is created, and **Skip** leaves it for later; for a role that sees only its
own, the row has **Name** and **Booking calendar**; with no roles it also
offers to add a ready-made one. The person gets an email
in the language of the one who invited. The welcome that reaches the invited person
after they sign up is written in the language of the invitation; if the person
already has a language of their own saved, the letter is written in it.

An address that already has a waiting invitation, or that already belongs to a
member of the team, is refused. A business can send only a limited number of
invitations a day; Talemo says so when it is reached, and more can be sent the next
day.

## Waiting

An invitation waits 7 days. Under **Invitations** each waiting one shows who
invited and for how many days it has waited, and the expired ones are marked
**expired**.

- **Send again** (**Remind by email** in the row menu) sends a new email and gives
  a new 7 days.
- **Withdraw the invitation** works at once: the link in the email stops working.
  The person can be invited again at any time.

A withdrawn or expired invitation does not remove the master from the calendar: they
stay in the calendar without a sign-in and can be taken by another invitation. **Send
again** carries both the name and the master to the new invitation.

Closed and expired invitations are erased 30 days later: they hold the addresses
of people who did not come.

## Accepting

The invitation can be accepted only by someone who is signed in with the address
it was sent to. An invitation sent to another address is not visible, and the
page says to sign in with that address. A person without an account creates one
with that address.

The link in the email leads to the page of invitations. The same invitations are
the first thing a person sees after signing in when they have no business: on the
web, **You're invited to a team**, and in the app, **Invitation** (**Invitations** when
there are several). A card says who invites, to which business, in which role
and until when. **Accept** opens the business at once. **Decline** removes the
invitation, and only the person who invited can invite again.

If the invitation has a master of the calendar, the person who accepts becomes that
master: their schedule and visits are visible to them at once. The invitation is
accepted even when the link could not be made — the master was taken meanwhile,
deactivated or deleted, or the person already has a master of their own in that
branch. The person stays in the team, and the list of people shows **Not linked in
the calendar**: the master is chosen on the master's card, in the **Who from the
team** field.

While an invitation is waiting, the person is not asked to create a business of
their own: this way a second business does not appear instead of the one they were
invited to. A person who already has businesses sees the invitations on the same
page and a link back to their business.

If an invitation no longer works, Talemo says that it was accepted, declined,
withdrawn or has expired, and a new one has to be asked for.