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Inviting Your Team

CatalEx is most powerful when your whole team is on board. This guide explains how to invite colleagues, manage pending invitations, and assign roles.

Overview​

Team invitations in CatalEx use magic links -- secure, single-use links sent via email. Only users with the OWNER or ADMIN role can send invitations. Each invite includes a role assignment so new members get the right level of access from day one.

How It Works​

Step 1: Open the Invite Panel​

  1. Navigate to Settings > Team.
  2. Click Invite Members.

Step 2: Enter the Recipient's Email and Select a Role​

  1. Type the email address of the person you want to invite.
  2. Select a role from the dropdown:
RoleCapabilities
ADMINInvite and manage users, configure integrations, manage company settings
MEMBERView and use all CatalEx features (search, insights, dashboards)
  1. Click Send Invite.

CatalEx sends a magic link to the recipient's email address. The email includes your company name and the role they have been assigned.

info

You cannot invite someone as an OWNER. There is exactly one OWNER per company. To transfer ownership, use the dedicated ownership transfer flow under Settings > Company > Ownership Transfer.

When the recipient opens the email and clicks the link:

  • If they are new to CatalEx: They are directed to a streamlined sign-up page where they create their account (email/password or Google SSO). After completing sign-up, they are automatically added to your company with the assigned role.
  • If they already have a CatalEx account: They are added to your company with the assigned role immediately upon clicking the link.
warning

Magic links expire after 24 hours. If the recipient does not click the link within that window, the invite becomes invalid and you will need to send a new one.

Step 4: View Pending Invitations​

To see all outstanding invites:

  1. Go to Settings > Team.
  2. Select the Pending Invitations tab.

You will see a list of all invites that have been sent but not yet accepted, including the recipient's email, assigned role, and when the invite was sent.

Step 5: Revoke a Pending Invitation​

If you need to cancel an invite before it is used:

  1. Go to Settings > Team > Pending Invitations.
  2. Find the invitation you want to revoke.
  3. Click Revoke.

The magic link is immediately invalidated. The recipient will see an error if they try to use it after revocation.

Managing Roles After Joining​

Roles are not permanent. An OWNER or ADMIN can change any member's role after they have joined:

  1. Go to Settings > Team.
  2. Find the member in the list.
  3. Click the role badge next to their name and select the new role.
  4. Click Save.
tip

Start team members as MEMBER if you are unsure what level of access they need. You can always promote them to ADMIN later.

Configuration​

SettingLocationWho Can Change
Send InvitesSettings > Team > Invite MembersOWNER, ADMIN
View Pending InvitesSettings > Team > Pending InvitationsOWNER, ADMIN
Revoke InvitesSettings > Team > Pending InvitationsOWNER, ADMIN
Change Member RolesSettings > TeamOWNER, ADMIN

FAQ​

What if an invite link expires? Simply send a new invite. Go to Settings > Team > Invite Members, enter the same email address, select the role, and click Send Invite. A fresh magic link with a new 24-hour window will be sent.

Can I change someone's role after they join? Yes. Navigate to Settings > Team, find the member, and change their role. The update takes effect immediately. See the "Managing Roles After Joining" section above.

What is the difference between ADMIN and MEMBER? ADMINs can invite users, manage team members, configure integrations, and adjust company settings. MEMBERs can use all of CatalEx's core features -- search, insights, and dashboards -- but cannot modify company or team settings. For a full breakdown, see the Roles & Permissions page.

Can I invite someone who is already in another company on CatalEx? Each CatalEx account is associated with one company. The recipient would need to leave their current company before accepting your invite, or create a new account with a different email.

Can I send multiple invites at once? You can send invites one at a time. For bulk onboarding, consider enabling auto-join for your verified domain instead.

Who can see the list of pending invitations? Only users with the OWNER or ADMIN role can view and manage pending invitations.