Inviting Team Members

Inviting Team Members

CrownSync Playbooks is designed for collaborative incident response. Your organisation can have multiple team members, each with their own account and role-based permissions. This page explains how to invite new members to your organisation.

Where to Invite Members

Team invitations are managed from the Admin section of the platform. To invite a new member:

1. Navigate to Admin in the sidebar
2. Select Team from the admin menu
3. Click the Invite Member button
4. Enter the email address of the person you want to invite
5. Select the role you want to assign: Admin or Member
6. Click Send Invitation

Only users with the Owner or Admin role can invite new team members. For a full breakdown of what each role can do, see Roles & Permissions.

Email Invitations

When you send an invitation, the recipient receives an email from CrownSync with a link to join your organisation. The email includes:

• Your organisation name
• The role they have been assigned
• A secure link to accept the invitation and create their account
• An expiry notice — invitations are valid for 7 days

If the recipient already has a CrownSync account (for example, from another CrownSync product), they can sign in with their existing credentials. Otherwise, they will be prompted to create a new account using Authentik authentication.

Pending Invitations

The Team page in the Admin section shows all pending invitations alongside your current team members. For each pending invitation, you can see:

• The email address the invitation was sent to
• The role assigned
• When the invitation was sent
• Whether the invitation has expired

You can cancel a pending invitation at any time by clicking the cancel button next to it. If an invitation has expired, you can resend it from the same screen. Resending generates a new invitation link and resets the 7-day expiry window.

Invitation Limits

The number of team members you can invite depends on your subscription plan. If you reach your plan's member limit, you will see a message indicating that additional seats are required. Contact support or visit the Subscription page for details on upgrading your plan.

External Collaborators

If you need to grant access to someone outside your organisation — such as a consultant, auditor, or external incident responder — use the external collaborator feature instead of team invitations. External collaborators do not need CrownSync accounts and access the platform via magic links with TOTP MFA. See External Collaborators for details.