Invite your team to TatvaCRM

You’ve created your workspace and clicked around the dashboard. The next step is bringing your team in. This guide covers the practical mechanics — sending invitations, picking roles, and the order you should invite people in to avoid chaos.

How to invite someone

1. Sign in to your workspace (you need team.invite permission — Owner, Admin, and Manager have it by default).
2. Go to Settings → Team.
3. Click Invite member.
4. Enter their email address.
5. Pick a role from the dropdown. See Roles and permissions if you’re unsure.
6. Optionally assign them to one or more teams (use Settings → Teams first to create teams).
7. Click Send invitation.

The invited person receives an email with a one-click link. The link is valid for 7 days. They click, set a password, and they’re in. No further approval needed.

What the invited person sees

The invitation email contains your workspace name, the role they’ve been assigned, who invited them, and a button to accept. After clicking, they:

1. Set a password (subject to the same rules as the Owner — minimum 8 characters with uppercase, lowercase, and digit)
2. Optionally complete their profile (name, phone, photo)
3. Land on the workspace dashboard with their assigned role active

If they already have a TatvaCRM account (e.g. they’re a member of another workspace), they just sign in with their existing credentials and the new workspace appears in their workspace switcher.

The recommended order to invite people

Resist the urge to invite the whole team on day one. Do it in waves:

Wave 1 (Day 1): yourself + one trusted Admin

Promote one trusted person to Admin or co-Owner. This is your insurance against losing access. Two people who can administer the workspace is the minimum safe configuration.

Wave 2 (Week 1): your sales leadership

Invite the sales head (Manager or Admin role), one senior sales rep, and your Sales Ops person. Spend the first week getting the workspace set up with them — pipelines, custom fields, sample data. They become the internal experts who can onboard the rest of the team.

Wave 3 (Week 2): the broader team

Once the workspace is configured, invite the rest of the sales team. By now you have someone who can answer their questions. Send invitations in groups of five so you can actually onboard them properly.

Wave 4 (later): viewers and external collaborators

Finance, an external consultant, a board observer — invite as Viewer (read-only). These people don’t need the same training; just send them the invitation when you’re ready to show them dashboards.

Setting up teams first

If you want the team visibility scope to behave correctly, set up Teams before inviting people. Otherwise everyone with team-scope visibility defaults to “their own records only.”

Go to Settings → Teams → Create team. Name it (e.g. “North Zone Sales”, “Closers”), then assign people as you invite them. A user can belong to multiple teams. See Teams and visibility for the full guide.

Resending or revoking invitations

If an invitation expires (7 days) or the person didn’t receive the email, go to Settings → Team → Pending invitations. From there you can:

• Resend the invitation (creates a new 7-day link)
• Revoke the invitation (kills the old link — useful if you sent to the wrong email)
• Copy the invite link directly (useful if their email is rejecting our messages — you can WhatsApp the link)

Common questions

“I picked the wrong role for someone. Can I change it?”

Yes — anytime. Go to Settings → Team, click the user’s row, and change the role from the dropdown. The new role takes effect on their next login (within 15 minutes). They don’t need to re-accept anything.

“What happens to records when I remove a user?”

When you remove a user, TatvaCRM asks you who should inherit their records as owner. Pick another team member. All contacts, deals, and tasks owned by the removed user get reassigned. Their activity history stays intact (you’ll still see “Karan called Mr Mehta on 5 March 2026”) — just attribution to the user remains, but the records are no longer owned by them.

“Do invitations count against my paid seats?”

Pending invitations don’t count — only accepted ones. On the free plan you have 3 active users; you could send 10 invitations and only the first 3 to accept would be allowed in. The rest would see an error and you’d need to upgrade to unlock more seats. Plan ahead.

“Can I invite an email from a different domain than mine?”

Yes. TatvaCRM doesn’t restrict invitations by domain by default. If you want to enforce same-domain invitations (e.g. only @yourcompany.comaddresses), enable it under Settings → Workspace → Domain restriction.

What to read next

• Roles and permissions — pick the right role for each invitee
• Teams and visibility — set up teams before inviting
• Import existing data — bring in your contacts after the team is on board
• First-week checklist — what to set up in week one