Inviting members
Admins bring colleagues into the workspace in two ways: with a personal invitation by email or with an invitation link for the whole team. This page shows both and their limits.
Last checked on 28 September 2026
On this page
The two ways compared
An email invitation suits individual people and anyone who should become an admin. The invitation link suits a whole team joining at once.
| Feature | Email invitation | Invitation link |
|---|---|---|
| For whom | one specific email address | everyone who receives the link |
| Role | Member or Admin | always Member |
| Validity | 7 days | 7, 30 or 90 days |
| Number of people | one | at most 10, 25, 50 or 100 |
| Seat | chosen per invitation | one seat tier for everyone who joins |
| Sign-in | with exactly the invited address | with their own address, as long as the rules under Access allow it |
Inviting by email
- 1
Open the invitation dialog
In the sidebar, under Workspace, click Members and then Invite. The Invite a teammate dialog opens. - 2
Enter the details
Enter the E-mail and choose the Role and Seat. The seat list shows each seat's credits and, if your workspace is billed, its price. - 3
Send the invitation
Click Invite. Custodos sends the invitation by email. It is valid for 7 days. - 4
Accept the invitation
The invited person opens the link in the email, signs in with exactly the invited address and clicks Accept invitation.
Managing open invitations
Open invitations appear in the member list with the status Pending and the date they expire. The menu at the end of the row offers two actions.
- Resend sends a new link. The old one stops working and the 7 days start again. The same invitation can be resent at most once a minute.
- Withdraw deletes the invitation. The link in the email stops working.
Creating an invitation link
- 1
Find the invitation link card
The Invitation link card sits on the Members page below the member list. - 2
Set the limits
Under Valid for choose 7, 30 or 90 days, under At most 10, 25, 50 or 100 people, and the Seat for everyone who joins. 7 days and 50 people are preselected. - 3
Create and copy the link
Click Create link and then Copy. - 4
Share the link
Anyone who opens the link signs in and clicks Join. They are a member at once. There is no admin approval for each join.
Renewing or switching off the invitation link
Each workspace has at most one active invitation link. The card shows its state, Active, Expired, Used up or Off, along with the expiry date and how many people have joined.
Create a new link replaces the current link, which then stops working. Switch off ends the link without a replacement. In both cases everyone who already joined stays a member. If a link was shared too widely, simply create a new one.
People who were removed from the workspace cannot rejoin through the link and need a personal invitation.
When an invitation is not possible
Custodos refuses an invitation or a join in these cases and says in its message what to do.
| Situation | What to do |
|---|---|
| The person is already a member. | Nothing. Change role and seat directly in the member list. |
| There is already an open invitation for the address. | Use Resend, or withdraw the invitation and invite again. |
| The address does not match the domain under Restrict invitations to domain. | Invite the company address or change the restriction, see Access and SSO. |
| The workspace requires SSO. | The person signs in with their company account at Google or Microsoft and then opens the link again. |
| All seats are taken or invited. | This only happens if your workspace has an upper limit on seats. Withdraw open invitations or ask the Custodos team for more seats. |
| Too many invitations in a short time. | Wait a minute and try again. |
Seats and cost
Everyone who joins takes a seat. A seat is only billed once the invitation has been accepted. If your workspace has an upper limit on seats, an open invitation already counts towards it.
How a new seat is billed is stated below the title of the Members page and depends on your plan. The details are under Plans and seats.
Read next
Still have a question? Write to us.