Inviting team members and partners
Every new colleague, editor or Marketplace partner joins comrce Hub by invitation. You enter their email address and choose one role. They get an email with a link, set their name and password, and their account exists with that role. You can only assign roles you have authority over.
What it does
Section titled “What it does”An invitation is an email with a personal link, valid for seven days. The inviter chooses the email address and one role. The person opens the link, enters their name and a password, and their account exists with that role. Nobody can create a staff or Marketplace partner account directly.
- The role list adapts to you. Each role sees only the roles it may assign. Who may invite whom.
- Open and expired invitations stay visible until someone acts. Invitations in the console.
- Expired invitations can be resent or deleted. Resend and delete.
- A deleted team member comes back when you invite the same email again. What happens when the person accepts.
The Logs record every invitation, resend, deletion and acceptance with the email, role and expiry. So you can always see who invited whom and when.
Before you start
Section titled “Before you start”| Requirement | Details |
|---|---|
| Role | Super Admin, Admin or Marketplace Editor. Other roles do not see Invite hub team member on Hub Team. |
| An email address without an account | The address must not belong to an active comrce Hub account, staff or customer. A deleted team member’s address is fine. |
| No other invitation for the address | Any earlier invitation to the same address, open or expired, blocks a new one until it is deleted. |
| Cost | None. |
Who may invite whom
Section titled “Who may invite whom”What each role can do in the invitation dialog:
- As a Super Admin, you can invite every role except Super Admin itself.
- As an Admin, you can invite the same roles except Admin.
- As a Marketplace Editor, you can invite only Marketplace Partner accounts.
- As a Supporter, Partner, Marketplace Partner or News Editor, you cannot invite anyone.
The role list in the dialog contains exactly the roles you may invite. The same rule applies again when you send.
| Inviter’s role | May invite | Example |
|---|---|---|
| Super Admin | Six roles, all except Super Admin | Jonas Becker invites Eva Koch as Admin |
| Admin | Five roles, without Admin and Super Admin | Katrin Vogel invites Lea Fischer as Supporter |
| Marketplace Editor | Marketplace Partner only | Lukas Hartmann invites Jan Schneider as a Marketplace partner |
| Supporter, Partner, Marketplace Partner, News Editor | Nobody | No invite button |
How comrce Hub decides
Section titled “How comrce Hub decides”- Authority, not rank. A Supporter has authority over the staff role Partner and may delete those accounts. But a Supporter may not invite anyone.
- Nobody invites a Super Admin. No role has authority over it, so it never appears in the list.
- The default role is Partner when you may assign it, otherwise the first role in your list.
- The inviter’s authority is checked again on acceptance. The original inviter may have been deleted, or moved to a role without authority over the invited role. Then the link fails with Invitation not found or expired., even after someone else resent it.
What does not get invited
Section titled “What does not get invited”- An address that belongs to an active comrce Hub account, including customer accounts.
- An address that already has an invitation that was not accepted, open or expired.
- A role outside your authority.
- A customer role. A team invitation always carries one of the staff roles, both when it is sent and when it is accepted.
Give a new colleague access to the admin console
Section titled “Give a new colleague access to the admin console”A new colleague starts on Monday? Four steps, and they get an email to set up their own account. You only choose the email address and the role. Nothing is final until they accept: you can resend the invitation, and delete it once it has expired.
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Open the dialog. Go to Hub Team and select Invite hub team member at the right end of the filter row.
Invitations start from the button at the right end of the Hub Team filter row. What this screenshot shows
- Screen
- Hub team
- Highlighted
- “Invite hub team member”: opens the invitation dialog
- Also visible
- Pending invites link at the top right; Team list below
- Purpose
- entry point of inviting a team member
-
Enter the email address. Type it into Email. comrce Hub checks the format as you leave the field.
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Choose the role. Open the role select and pick one role. A Marketplace Editor has no role select, because the role is always Marketplace Partner.
-
Send. Select Invite. The dialog closes and comrce Hub shows Invite sent successfully.. The invitation appears in Pending invites.
Every setting, explained
Section titled “Every setting, explained”
Every setting, explained
Section titled “Every setting, explained”The invitation dialog has two fields. Your role decides everything else.
The role select, the access level
Section titled “The role select, the access level”Under the email field. Preset to Partner when you may assign it. Hidden for a Marketplace Editor.
Lists only the roles you have authority over, in this order:
- Admin
- Supporter
- Partner
- Marketplace Editor
- Marketplace Partner
- News Editor
The message Role is required appears when it is empty. The role travels with the invitation and becomes the account’s role on acceptance.
The role is fixed before the first sign-in. So a new colleague never holds more access than intended.
What this screenshot shows
- Screen
- Hub team
- Highlighted
- “Admin”: selects the Admin role for the invitation
- Also visible
- Email: nina.berger@example.com; Preselected role: Partner; Options offered to a Super Admin viewer: Admin, Supporter, Partner, Marketplace Editor, Marketplace Partner, News Editor
- Purpose
- which roles can be invited
What this screenshot shows
- Screen
- Hub team
- Highlighted
- “Invite”: sends the invitation
- Also visible
- Email: nina.berger@example.com; Role: Supporter
- Purpose
- the filled invitation form
Email, the address
Section titled “Email, the address”The first field of the dialog Invite hub team member. Required.
A valid email address of up to 256 characters. Spaces around it and case do not count when comrce Hub looks for duplicates. The messages:
- Email is required when the field is empty
- Invalid email address when the address is malformed
- An active invitation for this user already exists when the address already has an account or an invitation.
The email address is the person’s sign-in name and must be unique across comrce Hub.
What this screenshot shows
- Screen
- Hub team
- Highlighted
- “An active invitation for this user already exists”: none
- Also visible
- Email: lea.fischer@example.com; Role: Supporter
- Purpose
- the duplicate-invitation error
| Do | Don’t |
|---|---|
| Use the person’s work address at comrce or at the partner company | Use a shared mailbox such as a team or info address |
| Check the spelling before sending. An invitation cannot be edited, and you can delete it only after it expires | Re-invite an address with an expired invitation before deleting or resending it |
Other settings on this page
| Control | What it does | Why |
|---|---|---|
| Invite | Sends the invitation. It stays disabled until the email is valid and a role is chosen | Prevents half-filled invitations |
| Cancel | Closes the dialog without sending | Back out |
How the settings combine
Section titled “How the settings combine”| Your role | Role select | Roles offered |
|---|---|---|
| Super Admin | Shown | Six roles, all except Super Admin |
| Admin | Shown | Five roles, without Admin and Super Admin |
| Marketplace Editor | Hidden | Marketplace Partner, set without being shown |
What this screenshot shows
- Screen
- Hub team
- Highlighted
- “Email”: takes the partner's email address
- Also visible
- No role select; Buttons: Cancel, Invite (disabled until an email is typed)
- Purpose
- the Marketplace Editor variant of the dialog
Invitations in the console
Section titled “Invitations in the console”| Indicator | Meaning |
|---|---|
| Row in Invites, normal expiry date | Open: the link works until that date |
| Row with a red expiry date and Delete | Expired: the link no longer works. Resend or delete it |
| No row any more, person in the team list | Accepted |
The invitations list
Section titled “The invitations list”Open it with Pending invites. A new invitation is the first row.
What this screenshot shows
- Screen
- Invites
- Highlighted
- “nina.berger@example.com”: Resend Invite in the row
- Also visible
- New invitation on top; Expired invitations below with Delete
- Purpose
- the result of sending an invitation
Why: the team list shows only accounts. The invitations list is the only place where people who have not accepted yet appear. Details are in Invites.
Resend and delete
Section titled “Resend and delete”Resend Invite sends the same link again. The expiry restarts at seven days from now, for open and expired invitations alike. Delete appears on expired invitations only and removes them for good.
- As a Super Admin or Admin, you can resend and delete invitations for every role.
- As a Marketplace Editor, you can resend and delete only Marketplace Partner invitations.
The invitation email
Section titled “The invitation email”The person receives the email You've been invited to join the comrce Hub internal team. It names who invited them and the role, and has a button to accept. It says when the link expires.
What happens when the person accepts
Section titled “What happens when the person accepts”The link opens comrce Hub’s registration page with the email filled in. The person enters first name, last name and a password, then continues. Their account exists at once with the invited role. The email counts as confirmed, and the invitation leaves the list.
If the address belongs to a deleted team member, comrce Hub reactivates that same account. It gets the new name, password and role, and its earlier logs stay attached.
The registration page must be completed within 15 minutes of opening the link. After that, the person opens the link from the email again.
In the Logs
Section titled “In the Logs”| Event type | Recorded under | Payload |
|---|---|---|
| Created invitation | The inviter | Email, Type, Role, ExpiresAt |
| Resent invitation | Whoever resent it | Invitation id, Email, Role, new ExpiresAt |
| Invitation deleted | Whoever deleted it | Invitation id, Email, Role, ExpiresAt |
| Invitation accepted | The new team member | Invitation id and type |
What you need to know
Section titled “What you need to know”
What you need to know
Section titled “What you need to know”| Topic | Fact |
|---|---|
| Validity | Seven days from sending. Each resend gives seven days from that moment. |
| One invitation per address | Any earlier invitation that was not accepted, open or expired, blocks a new one. |
| Existing accounts | An address with an active account cannot be invited. The message is the same as for a duplicate invitation. |
| Deleted team members | Their address can be invited again. Accepting reactivates the same account. |
| Inviter leaves | Invitations from someone who was later deleted or lost authority can no longer be accepted. Send a new invitation. |
| Role on acceptance | Exactly the invited role. Change it later on the team member page. |
| Customers | Not invited here. |
Frequently asked questions
Section titled “Frequently asked questions”
Frequently asked questions
Section titled “Frequently asked questions”General
Section titled “General”Who can invite new team members?
Section titled “Who can invite new team members?”A Super Admin, an Admin and a Marketplace Editor can invite. The Marketplace Editor can invite only Marketplace Partner accounts. Every other role cannot invite anyone.
Can I invite another Super Admin?
Section titled “Can I invite another Super Admin?”No. No role in comrce Hub has authority over Super Admin, so the invitation dialog never offers it. Accounts with that role cannot be created from the admin console.
Why can’t an Admin invite another Admin?
Section titled “Why can’t an Admin invite another Admin?”An Admin has authority over the roles below it, not over its own role. Only a Super Admin may invite or appoint an Admin.
Can a Supporter invite someone with the staff role Partner?
Section titled “Can a Supporter invite someone with the staff role Partner?”No. A Supporter has authority over the staff role Partner and may delete those accounts. But inviting is limited to the Admin, Super Admin and Marketplace Editor roles.
Sending
Section titled “Sending”Why is the staff role Partner already selected in the dialog?
Section titled “Why is the staff role Partner already selected in the dialog?”comrce Hub preselects Partner whenever your role may assign it, because it is the most restricted staff role. Choose another role in the role select before you select Invite.
Why is the Invite button greyed out?
Section titled “Why is the Invite button greyed out?”Invite stays disabled until the email field holds a valid address and a role is chosen. Fix the message under the email field, for example a missing at sign. Then the button becomes active.
As a Marketplace Editor, where do I choose the role?
Section titled “As a Marketplace Editor, where do I choose the role?”You do not. A Marketplace Editor may invite only Marketplace Partner accounts. So the dialog hides the role select, and every invitation you send is for that role.
What does the invited person receive?
Section titled “What does the invited person receive?”They receive an email with the subject You've been invited to join the comrce Hub internal team. It names who invited them and the role, with an accept button. The link is valid for seven days from sending.
Duplicates and existing accounts
Section titled “Duplicates and existing accounts”Why does it say an active invitation already exists when the old one expired?
Section titled “Why does it say an active invitation already exists when the old one expired?”comrce Hub counts every invitation that was not accepted, including expired ones. Open Pending invites and resend or delete the old invitation. Then invite again with the role you want.
The address belongs to a customer. Can I invite it as staff?
Section titled “The address belongs to a customer. Can I invite it as staff?”No. An email address with an active comrce Hub account cannot be invited. The dialog shows An active invitation for this user already exists. The person needs a separate address for their staff account.
Can I re-invite a team member who was deleted?
Section titled “Can I re-invite a team member who was deleted?”Yes. A deleted team member’s address is free for a new invitation. When the person accepts, comrce Hub reactivates their old account with the new role, name and password. Their earlier logs stay attached.
Following up
Section titled “Following up”How long does an invitation stay valid?
Section titled “How long does an invitation stay valid?”Seven days from sending. Resend Invite on the invitations screen starts a new seven-day period from that moment. It works for expired invitations too.
How do I correct a wrong role on an invitation?
Section titled “How do I correct a wrong role on an invitation?”An invitation’s role cannot be edited. Let the person accept and change the role on their team member page. Or wait until the invitation expires, delete it and invite again with the correct role.
Can I withdraw an invitation that has not expired yet?
Section titled “Can I withdraw an invitation that has not expired yet?”Not from the console. comrce Hub deletes invitations only after they expire. If the person must not join, wait for the expiry date in the list and then delete the invitation.
Why did the invitation link stop working for someone after I resent it?
Section titled “Why did the invitation link stop working for someone after I resent it?”The original inviter was deleted or lost authority over the invited role. In that case the link fails with Invitation not found or expired.. Resending does not change the original inviter. Delete the invitation after expiry and send a new one.
Who resent an invitation, and when?
Section titled “Who resent an invitation, and when?”Open Logs, filter the event type Resent invitation and search for the invited email address. The row shows who resent it, and the payload shows the new expiry date.
Accepting
Section titled “Accepting”What does the new team member have to enter?
Section titled “What does the new team member have to enter?”The registration page from the invitation link asks for first name, last name and a password. The email address is already filled in. The account is created at once with the invited role.
The invited person says the page expired while they were filling it in. Why?
Section titled “The invited person says the page expired while they were filling it in. Why?”The registration page must be completed within 15 minutes of opening the invitation link. Ask the person to open the link from the email again. The invitation itself stays valid until its expiry date.
Does the new team member have to confirm their email?
Section titled “Does the new team member have to confirm their email?”No, opening the invitation link proves that the address belongs to them. So the account created from the invitation already has a confirmed email.
Data and logs
Section titled “Data and logs”Is every invitation logged?
Section titled “Is every invitation logged?”Yes. Every step of an invitation writes an entry to the Logs. The payload holds email, role and expiry. The event types are Created invitation, Resent invitation, Invitation deleted and Invitation accepted.
Troubleshooting
Section titled “Troubleshooting”
Troubleshooting
Section titled “Troubleshooting”| Symptom | What to check |
|---|---|
| No Invite hub team member button | Your role must be Super Admin, Admin or Marketplace Editor. |
| An active invitation for this user already exists | First, look for an open or expired invitation in Pending invites, and resend or delete it. Then check whether the address belongs to an active account, staff or customer. If so, use another address. |
| Invalid email address | Remove spaces inside the address, and check the at sign and domain. |
| The role you want is missing | It is outside your authority. Ask a Super Admin to send the invitation. |
| The person did not get the email | Check the spelling in the invitations list and ask them to look in spam. Then select Resend Invite. |
| The link says the invitation is expired | Resend it. The same link then works again. |
| The link fails with Invitation not found or expired. although the list shows it open | The original inviter was deleted or lost authority. Delete the invitation after it expires and send a new one. |
| The registration page shows an error after a pause | The 15-minute registration window has passed. Open the link from the email again. |
| A form error with a technical key appears | comrce Hub rejected the chosen role, for example because your own role changed meanwhile. Reload the team screen and invite again. |