Invite your team
Invite colleagues to your organization by email, choose their role, and track each invitation until it is accepted.
Invite colleagues so they can ask questions of your organization's memory from their own assistants. Only admins can invite people. You do this under Team in the sidebar.
Before you start
- You are an admin. Members don't see Team.
- Your plan has a free seat. Free includes one seat, which is yours, so on Free you need to upgrade before you can invite anyone. See Plan and usage.
- You have a free seat. Each active person and each pending invitation takes one seat. The counter at the top of Team shows it, for example "3 / 5 licensed seats". Each agent account also takes one seat.
Send an invitation
Open Team
Click Team in the sidebar, under Organization.
Click Invite
The Invite a member dialog opens with the line "They'll get an email to join the organization."
Enter the email and pick a role
Type the person's address in Email. Choose Member or Admin in Role. The default is Member. You can change the role later, see Members and roles.
Send
Click Send invite. Brain shows "Invite sent to" followed by the address, and the invitation appears at the top of the member list.
Brain lowercases the address. If it has no @, Brain says "Enter a valid email."
Read the list
Invitations sit above the members in the same table. An invitation row shows the email, "Invitation" and, once the email has gone out, "expires" with a date.
| Status shown | What it means | Buttons |
|---|---|---|
| pending | The invitation was sent and nobody has accepted it. It holds one seat. | Resend, Cancel |
| pending (send not finished) | Brain saved the invitation but could not send the email yet. It also holds a seat. | Retry, Cancel |
| expired | The invitation date has passed. It no longer holds a seat. | None. Send a new invitation. |
| Active | The person accepted and is a member. | Click the row to open the member. |
| Blocked | The person is a member, but their access is blocked because of billing. | Click the row to open the member. |
Accepted and cancelled invitations don't stay in the list. An accepted one becomes a member row.
Resend, retry or cancel
- Resend sends the email again. Brain shows "Invite resent to" followed by the address.
- Retry finishes an invitation whose email did not go out. Brain shows "Invite sent to" followed by the address.
- Cancel withdraws the invitation and frees its seat. Brain shows "Invite to" followed by the address and "cancelled."
If you invite an address that already has a pending invitation, Brain sends nothing and says "[email] already has a pending invitation. Use Resend to send it again."
When the seats are full
When every seat is taken, clicking Invite opens a dialog titled Bring your whole team in. It says "You're using all [n] seats on your plan. Upgrade to add more and invite the rest of your team." and shows Seats in use. Upgrade opens Plans, and Not now closes it. Send invite is also turned off.
A pending invitation counts as a seat, so cancelling one is the quickest way to free it. To add seats, upgrade from Billing. See Plans and quotas.
If something goes wrong
| Message | What to do |
|---|---|
| "Enter a valid email." | Check the address has an @. |
| "Only admins can invite members." | Ask an admin. Your role is Member. |
| A message saying the address is already a member of this organization | The person is already in. Open their row in Team. |
| "We couldn't send the invitation to [email] right now. Try again in a minute, and contact support if it keeps failing." | The invitation stays saved and holds a seat. Click Retry on its row. |
| "This invitation was already accepted, cancelled or expired. Refresh the page to see its current state." | Reload Team. The invitation has changed since you loaded the page. |
What the invitee sees
The invitee gets an email and follows it to sign in or create an account. They land in your organization, not in a new one, and skip the setup steps you went through.
A member's first screen is:
| Role | First screen |
|---|---|
| Member | Welcome to GuruSup Brain. It lists the sources feeding Brain, or says "No sources connected yet" and "Ask your admin to connect an app." Under Connect Brain to your tools it has the same connect panel as the Brain MCP page. Continue to Brain takes them to Overview. |
Welcome stays in the sidebar until they have gone through it once. A member can return to the connect panel any time from Brain MCP.
New members can't read any knowledge category until you grant one. Do that from their row in Team, see Members and roles.