In our previous article, “User Roles and Permissions: Managing Team Access in AdminProject,” we explored how structured access control improves collaboration and how to assign roles to project participants. Now, let’s move to the next essential step – inviting people to your project in AdminProject.
Based on real feedback sent to support@adminproject.eu, we’ve identified a few recurring issues users face. The good news? They’re all easy to avoid once you know what to watch out for.
How to Invite People – Quick Recap
Before diving into common issues, here’s a quick reminder:
- Go to Settings and scroll to the bottom until you see “Invite new people” section
- Enter email addresses (separated by space, colon (:), or semicolon (;))
- Click Invite
- After sending invitations:
- Scroll to the top of the page
- Click Save in the invitation box (Important!)
Once users accept the invitation, they will appear on your team list.
Most Common Invitation Problems
⏳ 1. Invitations Expire After 14 Days
- Invitations are valid for 14 consecutive days
- After that, the link becomes inactive
- The user won’t be able to join unless re-invited
Best practice:
If someone hasn’t joined within a few days, send them a reminder – or re-invite them before the deadline.
🔁 2. Forwarding Invitations (don’t do it)
Each invitation email contains a unique, individual link tied to a specific email address.
Forwarding it to someone else may cause:
- Failed registration
- Broken access
- Security issues
Best practice:
Always invite each user using their own email address directly in AdminProject.
📧 3. Using Different Email Variants
This is a subtle but surprisingly common problem.
Example:
- Invitation sent to:
name@company.com - User logs in with:
firstname.lastname@company.comor via social login
Even though they look similar, these are treated as different accounts.
What happens?
- The system cannot match the invitation
- The user doesn’t get access to the project
Best practice:
- Always register and login using exactly the same email address that received the invitation
- Avoid mixing social logins if they are linked to a different email
💾 4. Forgetting to Click “Save”
This is one of the most overlooked steps — especially in large projects.
After clicking Invite:
- Emails appear as “invited”
- But they are not fully saved yet
If you leave the page without clicking Save:
- Invitations will not be sent
- Changes will be lost
Best practice:
Always confirm your actions by clicking Save at the top of the screen – especially when inviting multiple users.
Pro Tips for Smooth Team Onboarding
To avoid support issues and speed up collaboration:
✔ Double-check email addresses before sending
✔ Inform users to expect an invitation email
✔ Remind them to accept within 14 days
✔ Ensure they use the correct email when registering
✔ Never skip the Save step
Why Inviting the Right Way Matters
When working on collaborative projects – adding team members correctly is crucial.
A proper invitation process helps you:
- Ensure users receive access without delays
- Avoid communication issues
- Maintain clean and secure project structure
- Prepare your team for correct role assignment
Once your team is invited and onboarded, go back to our guide on User Roles and Permissions to assign the right level of access and fully optimize your workflow.