Inviting Team Members

Add agents and admins to your FyneDesk workspace using the invitation system. Understand what each role can do before you assign it.

User roles in FyneDesk

Every person in your FyneDesk workspace has one of three roles. The role controls what they can see and do.

Role

What they can do

Admin

Full access. Manage settings, People & Access, teams, all tickets, support channels, and the client portal.

Agent

Handle tickets. View and update tickets, add comments, manage contacts, and browse the knowledge base. Cannot manage People & Access.

End User

Limited access. Can view and update their own tickets only. Useful for internal staff who occasionally need to log requests but are not part of the support team.

Who to make an Admin Admins can change settings, invite new users, and demote other users. Assign this role only to people who should manage the workspace — typically team leads or account owners.

How invitations work

FyneDesk uses an invitation-based system to add team members. Instead of creating an account directly, you send an invitation to the person's email address. They receive a link, click it, set a password, and are added to your organization automatically.

This prevents new users from accidentally creating a separate, disconnected workspace instead of joining yours.

No invite? Teammates can request to join If someone signs up with a verified email on your company's domain, they can request to join your workspace — and an Admin approves or denies it. See Joining your company's existing workspace.

Inviting someone

You need to be an Admin or Owner with the Manage users permission. In the left sidebar, open the Admin section, then select Team Members. This opens the People & Access hub on its Users tab. People without that permission do not see Team Members in the sidebar.

People & Access Users tab showing the Team Members list and Invite Team Member button

1 Click Invite Team Member in the top-right corner of the Users tab.
2 Enter the person's email address, choose Agent or Admin, and optionally set their ticket access.
3 Click Send Invitation. FyneDesk emails them a secure invitation link.

Invite user modal showing the email address field and role dropdown

Invitation links expire Invitation links are valid for 7 days. If the person doesn't accept in time, you can send a new invitation from the Team Members list.

What the invited person sees

The invitee receives an email with a link to accept the invitation. When they click it, they are taken to a page where they set their full name and password. After completing this, they are logged in and added to your organization.

They do not need to go through the normal signup flow — the invitation handles everything.

Managing existing users

From the Team Members list, Admins and Owners with the right permission can:

See all team members and their current roles
Open a member, choose Edit Team Member, and change their Role field
Deactivate a user to prevent them from logging in without deleting their data
Re-send a pending invitation if it hasn't been accepted yet

You cannot demote yourself FyneDesk prevents the last Admin in an organization from demoting themselves, which would leave the workspace with no Admin. If you need to change your own role, another Admin must do it.

Deactivating a user

When a team member leaves, deactivate their account rather than deleting it. Deactivation immediately blocks them from logging in while preserving their ticket history and comments. Their past work stays intact and attributed to them.

To deactivate: find the member in Team Members, open their options, and select Deactivate.

Frequently asked questions

Can someone join my organization without an invitation?

Not without an Admin's approval. If someone signs up with a verified email address on your company's domain, they can request to join your workspace — an Admin reviews the request and accepts (choosing their role) or denies it. There is no automatic joining. See the domain join FAQ for details.

Can an Agent invite other users?

No. Only Admins or Owners with the required Manage users or Manage roles permission can use People & Access.

What if the invitation email doesn't arrive?

Ask them to check their spam or junk folder. If it's not there, open Team Members, find the pending invitation, and resend it.

Can I change a user's role after they've joined?

Yes. Open Team Members, select the member, choose Edit Team Member, and change the Role field. The change takes effect immediately on their next page load.