Invite members and role basics

Published · Last updated: May 2026 · 3 min read

Who this is for

Use this article if you manage team access in CloudAIPilot and need to invite a teammate with the right level of access.

You will invite a team member, choose the right role, and understand what the invited person sees when they accept the invitation.

You must be signed in to an organization where you can manage team members.
Know the teammate's email address.
Decide whether the teammate needs full management access, limited operations access, or read-only visibility.

Admin can manage most organization settings and operations.
Member can operate day-to-day resources but cannot manage the whole organization.
Viewer can inspect resources without changing them.

Use a predefined role template when the teammate has a focused job, such as monitoring, billing, deployment, or security review.
Use a custom role when the teammate needs a permission mix that does not match a system role or predefined template.
Send the invite.
The invited person receives an email showing the organization, inviter, and assigned role.
The invited person opens the invitation link from email.
They accept the invitation using the same email address that received it.
If they already have an account, they sign in and return to the invitation screen.
If they do not have an account, they create one and return to the invitation screen.
After the invitation is accepted, they appear in the team list for the organization.

Symptom: The invited person sees a sign-in screen instead of joining immediately.

Cause: Invitations require the invited email address to be signed in first.

Fix: Ask them to sign in or create an account using the same email address that received the invite.

Symptom: The invited person cannot accept the invite after signing in.

Cause: They may be signed in with a different email address.

Fix: Sign out, then sign in with the invited email address.

Symptom: The invited person can see the organization but cannot perform an action.

Cause: Their role does not include that permission.

Fix: Open Settings > Team, select the member, and assign a role with the needed access.

Symptom: A predefined template is close but not exact.

Cause: Templates are intended as common starting points.

Fix: Clone the template into a custom role, adjust the permissions, then assign the custom role.

Symptom: The invite link has expired.

Cause: Invitation links are time-limited for security.

Fix: Resend the pending invitation, or send a new invitation if the old one was revoked.

Give each person the least access they need for their job.
Use Viewer or a read-only template for auditors, clients, and temporary reviewers.
Use custom roles when a person should manage one area but not the whole organization.
Review team access after role changes, employee departures, and contractor projects.