Team Invitations

Team Invitations

Oliver AI provides an invitation system that lets managers and Org Admins send email invitations to new team members. Invitations contain a secure link that allows recipients to join your organization without public self-registration.

How Invitations Work

1. Manager or Org Admin creates an invitation -- You specify the recipient email address.
2. Invitation link generated -- The system creates a unique, secure token for the invitation.
3. Email sent -- The recipient receives an email with a link to join your organization.
4. Recipient accepts -- The invitee clicks the link, sets their password, and joins the team.
5. Account activated -- A user account and team member record are automatically created.

Sending an Invitation

1. Navigate to Invitations (or Team Members > Invite).
2. Click Send Invitation.
3. Enter the recipient's email address.
4. Confirm the invitation details.
5. Click Send.

Invitation Details

Each invitation includes:

Field	Description
Email	The recipient's email address
Token	A unique, secure identifier for the invitation
Status	pending, active, expired, or revoked
Type	The invitation type (e.g., team member)
Manager ID	The manager who sent the invitation
Organization ID	Your organization
Expires At	When the invitation link stops working

Invitation Expiry

Invitations are valid for 7 days by default. After expiration:

• The invitation link no longer works.
• The invitation status changes to expired.
• You can resend a new invitation to the same email address.

Managing Invitations

Viewing Sent Invitations

1. Go to the Invitations list.
2. See all invitations you have sent, including their status.
3. Filter by status (pending, active, expired).

Revoking an Invitation

If you need to cancel a pending invitation:

1. Find the invitation in the list.
2. Click Revoke or change the status.
3. The invitation link will no longer work.

Resending an Invitation

If an invitation expired or the recipient did not receive the email:

1. Create a new invitation for the same email address.
2. A new secure token and expiry date are generated.
3. The recipient receives a fresh invitation email.

What Happens When an Invitation Is Accepted

When the recipient clicks the invitation link and completes registration:

1. User account created -- An account with employee role is set up.
2. Enterprise ID generated -- A unique enterprise identifier is assigned.
3. Team member record created -- The user is linked to the inviting manager and organization.
4. User unique ID assigned -- A unique member ID is generated automatically.
5. Seat access -- The user needs an allocated seat or active trial access before using AI features.
6. Invitation status updated -- The invitation is marked as active.

Validating an Invitation

Before accepting, the system validates:

• The invitation token is valid and not expired.
• The invitation has not been revoked.
• The email address has not already been registered.

If validation fails, the recipient sees an error message explaining the issue.

Invitation Permissions

Only users with specific roles can send invitations:

• Managers can invite reps within their organization or location scope.
• Org Admins can invite reps for their organization. Manager-role assignment is handled through role management in the current launch flow.
• Superadmins can support invitations across customer organizations.

Employees cannot send invitations.

Note: Make sure the recipient's email address is correct before sending an invitation. Invitations sent to incorrect addresses cannot be redirected. You will need to revoke and resend.

Tips

• Send invitations in batches when onboarding a new team.
• Follow up with invitees who have not accepted within a few days.
• Check the invitation status periodically and resend for any that have expired.