Invite people early if more than one person will create invoices, bills, or journal entries. The owner can do everything. Admin and Member start with no permissions until you assign them — they can join, but they will not see most of the app until you turn permissions on.
The Owner can always open Users. Anyone else needs the Users permission. Add User still needs Owner or a role named Admin.
How to open it
| Step | Click |
|---|---|
| 1 | Administration → Users |
| 2 | Invite User (recommended) or Add User |
Seats are a plan limit, not a role setting. Beta allows 5 users including you. Free allows 1 — you only. See Plan and billing. A pending invite still occupies a seat until it is accepted, expires, or is revoked.
Owner is not a role you pick. Owner is whoever Seedflow made Owner when the workspace was created — usually the person who signed up without an invite. Invitees join as Admin, Member, or a custom role. How they create a login is in Create your account.
How someone gets into this workspace
| Method | Use it when | They become |
|---|---|---|
| Invite User (recommended) | They have their own mailbox and should prove they can open it | The role you pick. They set their own password |
| Add User | You need them in immediately and will tell them the password | The role you pick. They can sign in right away |
| Sign up from Join the beta | They were not invited | Owner of their own workspace — not this one |
Required: Email and Role (usually Admin or Member, or a custom role). Optional: a personal note. They do not become Owner.
If the role has no permissions yet, Seedflow warns you. They can still join. Turn permissions on under Roles (Permissions) before they need to work.
How to open it
| Step | Click |
|---|---|
| 1 | Administration → Users |
| 2 | Invite User |
Invite User
| Field | Required? |
|---|---|
| Yes — a valid address. Cannot already be a member (including the owner) | |
| Role | Yes — active roles only. Owner is not in the list |
| Description | No — a note on the invitation |
Seedflow emails You're invited to join {organization} with Accept Invitation and the same link. After Invite, the dialog also shows Invitation Link so you can copy it if the message is delayed. The invite row is created even if sending the email fails — copy the link yourself.
Users has two tabs: Users and Invitations. After you send an invite, manage it on Invitations. Pending invites expire in 7 days. Resend sends the same link again — it does not extend the expiry or create a new token. If the email fails on resend, Seedflow copies the link to the clipboard.
Invitation status
| Status | What you can do |
|---|---|
| Pending | Copy Link, Resend, or Revoke. Still counts toward the seat cap |
| Accepted | They are a member. Closed |
| Expired | Past 7 days without accept. Invite again with a new row |
| Revoked | You stopped it. The old link will not join. Invite again if needed |
You cannot have two pending invites for the same email. A second invite is blocked until the first is accepted, expires, or is revoked.
They should open the invite before creating an account, using the invited email. That joins this workspace and does not create a second personal organization. If they sign up from Join the beta first, they get their own workspace — see Create your account.
The accept page uses Join {organization} (the email button still says Accept Invitation). They must use the invited address. If they are signed in as a different email, they see Wrong account and Sign out to continue.
On the accept page
| Their situation | What they do |
|---|---|
| No Seedflow account yet | Create an account with that email (password, Google, or Microsoft). Password sign-up still asks them to confirm email, then sign in to join |
| They already have an account on that email | Sign in with that email and Join {organization} |
| Invite expired, revoked, or already used | Ask you for a new invite. Resend only works while status is still Pending |
After they join, Seedflow switches them into this organization. They use the organization switcher if they belong to more than one.
Add User (dialog title Add New User) creates the login in this organization. Prefer the invite flow when you can. Add User is for when you need someone in immediately and will tell them the password yourself.
They can sign in with that password right away. Seedflow marks the email confirmed — they do not click a verification message. If that email already has a Seedflow account, Add User will not work — invite them instead.
How to open it
| Step | Click |
|---|---|
| 1 | Administration → Users |
| 2 | Add User |
Add New User
| Field | Required? |
|---|---|
| First name / last name | Yes |
| Yes — must not already have a Seedflow account | |
| Phone number | Yes |
| Role | Yes — same active roles as Invite User. Not Owner |
| Password / confirm password | Yes — at least eight characters, with a lowercase letter and a number. The two fields must match |
Add User is limited to the Owner or someone whose role is named Admin (and who can manage users). A custom role with Users permission can still Invite User.
A new workspace already has Admin and Member. You can create a custom role: name, description, and whether it is Active. Inactive roles do not appear on Invite User or Add User.
Then open the role and choose Permissions. Toggle each permission on or off, then save. Custom roles and the seeded Admin and Member roles all start with permissions off until you enable them. Owner is not a role you assign this way — the owner can do everything. Reports and some settings can also depend on the workspace plan, not only the role.
How to open it
| Step | Click |
|---|---|
| 1 | Administration → Roles |
| 2 | Add Role for a custom role, or row Permissions |
Who can do what in Users
| This person | What they can do |
|---|---|
| Owner | Invite, add users, edit members, Roles — every permission is on for them |
| Admin or Member (until you grant permissions) | Join, but they only reach account settings until you turn permissions on |
| A role with Users permission | Invite User and manage the Users list (Add User still needs Owner or a role named Admin) |
The Users tab lists name, email, phone, role, joined, last login, and status. Edit on a member (not the owner) can change name, phone, password, and role. Email is not editable there. The owner’s role cannot be changed.
The list shows Delete, but removing a member from the workspace is not available yet. There is no leave-organization action for the member either. Organizations → Members is another view of the same people, with Invite User and Add User, without Edit.
Other guides in Get the workspace ready