Inviting Team Members

Adding People to Your Workspace

CohortGenie is built for teams. Whether you're inviting a staff accountant who needs to pull reports or giving a client view-only access to their own data, the process is the same.

How to Invite

1. Go to Team Members. Go to Settings in the left sidebar, then click Team.
2. Click Invite. The invite dialog opens.
3. Enter their email address. Use the email they'll sign in with.
4. Select a role. Choose Admin or View-Only. (See Roles and Permissions for what each role can do.)
5. Send the invite. They'll get an email with a link to join your workspace.

That's it. When they click the link, they'll create an account (or sign in if they already have one) and land directly in your workspace.

What Happens Next

Pending invites show up in your Team list with a "Pending" badge. Invites expire after 7 days. If someone misses the window, just send a new invite — it takes 10 seconds.

Once they accept, their status changes to "Active" and they can access the workspace immediately based on their assigned role.

Seat Limits

Here's how seats work:

• 5 free view-only seats are included per connected company. These are perfect for giving clients or junior staff access to dashboards without adding cost.
• Admin seats are part of your subscription. The workspace owner counts as the first Admin seat.
• Viewers (the most restricted role) don't count toward any seat limit.

For most firms, this means you can give every client access to their own data at no extra cost, while keeping Admin access limited to the people on your team who actually need to manage settings and connections.

Managing Existing Members

From the Team page in Settings, you can:

• Change someone's role. Click the role dropdown next to their name and select a new role. Takes effect immediately.
• Remove a member. Click Remove next to their name. They lose access instantly. Their historical activity (like export logs) stays in the workspace.
• Resend an invite. If a pending invite expired or got buried in someone's inbox, click Resend to send a fresh email.

Practical Advice

I recommend keeping Admin access tight — one or two people at the firm who manage connections and settings. Everyone else gets View-Only. It reduces the chance of someone accidentally disconnecting a QuickBooks integration or changing billing settings.

For client-facing access, View-Only works well. They can see their own data and export reports, but they can't touch your settings or see other clients' data.