With your BeSync’d organization set up, inviting your team members is the final step in the Quick Start process. This step connects everything and ensures your team is ready. This guide explains how to invite users, complete their profile information, manage pending invitations, and understand how roles and departments determine what each team member can see and do. Once finished, your team will be able to log in, update their work, and use the cross-team visibility features you have set up.
Here’s a quick video tutorial:
Before You Begin
Ensure the following steps are completed before inviting team members:
- You must be logged in as an Organization Owner, as only owners have the ability to invite new users.
- Your role visibility settings should already be configured because they determine the permissions each user will have.
- Confirm you have each team member’s correct email address, especially the one they use for tools like Slack or other integrations with BeSync’d.
Step-by-Step Instructions
1: Navigate to the Team Page
To access the Team page, open the Quick Start menu and click on ‘Invite Team Members’ from your to-do list, or go to Settings in the left sidebar and select ‘Team‘.
2: Review Your Current Team Members
On the Team page, you’ll see a list of all the members in your organization. At this point, some members, including the Organization Owner, might not have a Role or Department assigned. Please fill in these fields before moving forward.
3: Open the Invite User Form
Click the Invite button on the Team page to open the invitation form.
4: Complete the Invitation Form
Please fill out the following information in the invitation form:
- Name — Enter the full name of the team member as it should appear on the platform.
- Email — Provide the team member’s email address.
⚠️ Important — Please read Before Proceeding: The email address you enter in BeSync’d is used as the main identifier for that user on the platform. This email helps match and connect the same person across all linked integrations, like Slack. If the email in BeSync’d doesn’t exactly match the email in a connected tool, work updates from that integration may not be correctly assigned to the right user. Always double-check the email before sending an invitation.
- App Role — From the App Role dropdown, choose the appropriate system-level permission role for this user:
| App Role | Description |
| Owner | Full admin access. Can manage all platform features, configure settings, and invite new users. |
| Member | Standard access based on their assigned team role and department. |
- Member Role — Select the user’s team role within your organization. This role defines their level of visibility and permissions across teams, according to your organization’s settings. This field must be filled out.
- Department — The user is directed to the appropriate department. This, together with the member role, manages the data and team activities that each user can access. This field must be filled out.
5: Send the Invitation
After filling out all the fields, click Send Invitation. BeSync’d will then automatically send an email invitation to the address you provided.
6: Confirm the Invitation Status
After sending the invitation, navigate to the Invites tab on the Team page. There, you should see the new invitation listed with a ‘Pending’ status, indicating it was successfully sent.
7: Share the Invitation Link (If needed)
If the user hasn’t received the invitation email, you can send the link manually:
1. Find the pending invitation in the Invites tab.
2. Click the link icon on the right side of the invitation.
3. Copy the link and share it with the user through another method like Slack, WhatsApp, or a direct message. You can also cancel the invitation anytime from the same row before the user accepts.
8: Repeat for Additional Team Members
Repeat steps 3 through 11 for every team member you want to invite. There’s no limit to the number of invitations you can send. You can send, and all pending invites will remain visible in the Invites tab until accepted or cancelled.
What Happens After the Invitation is Accepted?
Once a team member clicks the link in their invitation email and finishes signing up, they will immediately be able to access BeSync’d. Their access will be governed by the permissions set by their App Role, Member Role, and Department. From there, they will be able to:
- Submit and track work updates relevant to their role.
- Access cross-team communication features based on their visibility settings.
- Connect their profile to integrated tools like Slack, using the email address assigned during the invitation.
As the Organization Owner, you will be able to see their status change from Pending to Active on the Team page.
Conclusion
Inviting your team is the final step to get your BeSync’d organization up and running. Once team members accept their invitations and log in, they can access the platform immediately, with permissions based on their App Role, Member Role, and Department. They can submit work updates, collaborate with others, and use any integrations you’ve enabled. As the Organization Owner, you can check the status of invitations and manage your team directly from the Team page at any time.