# Invite your team

> Send invitations, pick the right roles, and set up a structure that still works at fifty people.

> For the complete documentation index, see [llms.txt](https://helpdesk.orangescrum.com/llms.txt).

Source: https://helpdesk.orangescrum.com/guide/cloud/get-started/invite-your-team

---
Every Cloud tier has **unlimited users** — you are never billed per seat, so
invite everyone who touches the work rather than rationing access.

## Sending invitations

**Open Users**

    **Users → Invite.** Admin only.

**Enter addresses and pick a role**

    You can invite several people at once. Role can be changed later.

**Add them to projects**

    This is the step people skip. A user with no project membership signs in to
    an empty workspace and concludes the tool is broken.

**Check they arrived**

    Pending invitations are visible in the Users list. Ask people to check spam
    if nothing shows up.

## Choosing roles

Give people the least access that lets them do their job — then widen it when
they hit a wall. Widening is a two-minute conversation; unpicking an
over-permissioned workspace is not.

| Role | Typical use |
| --- | --- |
| **Admin** | Workspace owners. Manage users, billing, settings, every project |
| **Manager** | Project and team leads. Create projects, manage members, approve time |
| **Member** | The default. Work on tasks in projects they belong to |
| **Client / limited** | External stakeholders who should see progress but not internals |

Pro and Premium add **custom roles**, so you can define exactly what each group
can do rather than fitting people into the defaults. See
[Users and roles](https://helpdesk.orangescrum.com/guide/cloud/admin/users-and-roles).

> **Admin is not a seniority badge**
>
> Admins can see everything, change billing and delete projects. Two or three is
> usually right, regardless of how many senior people you have.

## Structuring access

Access follows **project membership**. Two patterns cover most organisations:

- **Small team, one project each**: Add people directly to the projects they work on. Simple, and fine up to about twenty people.

- **Larger org, teams**: Group people into teams and manage membership at that level. Far less churn when someone joins or moves.

Premium adds **business units** for organisational structure above teams — see
[Teams and business units](https://helpdesk.orangescrum.com/guide/cloud/admin/teams-and-business-units).

## Helping people land

The first week decides whether a tool sticks:

**Have work waiting**

    Assign each person two or three real tasks before they sign in. An empty
    workspace teaches nothing.

**Agree the workflow out loud**

    What each status means, when a task is "done", who assigns. Ten minutes now
    prevents months of drift.

**Run one meeting in the tool**

    Do your next standup off the board. Nothing drives adoption like the team
    seeing it used for a real decision.

**Point them at notification settings**

    People who get flooded in week one stop reading notifications permanently.

## Removing someone

> **Reassign before deactivating**
>
> Tasks stay assigned to a deactivated user and drop out of the team's normal
> views. Reassign their open work first, then deactivate.

Deactivate rather than delete — it blocks access while keeping their comments,
history and logged time attributable. On Premium, the
[audit trail](https://helpdesk.orangescrum.com/guide/cloud/admin/audit-trail) records the change.

- [Next: create a project](https://helpdesk.orangescrum.com/guide/cloud/projects/create-a-project): Set up your first real piece of work.