Invite teammates and manage roles

Bring colleagues into your Swimlane organization by email, then change their role or remove them when needed.

Before you start

• You must be an Owner of the organization. The Invite Member button and the member actions are only shown to owners.
• Each teammate connects their own LinkedIn account after joining. Swimlane never shares one LinkedIn account between people.

Invite a teammate

1. Click Settings at the bottom of the left sidebar.
2. In the Team / Multi-accounts group, open Team Members.
3. Click Invite Member.
4. In Email Address, type one or more addresses. Separate them with commas or put one per line.
5. Optionally add a Personal Note (optional). It appears in the invitation email (500 characters maximum).
6. Click Send Invitation.

Each invitation now appears in the Pending tab until it is accepted.

What your teammate receives

• An email titled "Join your organization on Swimlane" with an Accept Invitation button.
• The email is written in the language of the person who sent the invitation.
• The invitation expires after 7 days.

How your teammate accepts

1. They click Accept Invitation in the email.
2. If they are already logged in to Swimlane, the page shows "Welcome aboard!" and they join straight away. Your organization becomes their current one.
3. If they are not logged in, the page shows Join organization name and a Log In / Sign Up button. They log in with the address the invitation was sent to (or create their account), then open the link from the email again if they have not joined yet.
4. If the app still shows their own workspace, they pick your organization in the switcher (see Switch between organizations).
5. They connect their own LinkedIn account if they haven't yet (see Connect your LinkedIn account).

Everyone who accepts an invitation joins with the Member role.

Cancel a pending invitation

1. In Team Members, open the Pending tab.
2. Click the … menu on the invitation.
3. Click Cancel Invitation. The link in the email stops working.

There is no resend button. If an invitation expired, invite the same address again: expired invitations don't block a new one.

Change a member's role

1. In Team Members, click the … menu on the member.
2. Click Change Role.
3. Pick Owner, Admin or Member under New Role.
4. Click Update Role.

Remove a member

1. Click the … menu on the member.
2. Click Remove, then confirm with Remove Member.

The person loses access to your organization immediately. The contacts and lists they added stay in the organization. Pipelines they created in the app were private to them, so nobody sees them any more, and their campaigns no longer appear on anyone's Campaigns page. Ask them to pause their campaigns before you remove them.

Good to know

• What owners can do today: invite people, cancel invitations, change roles, remove members, edit Team Settings and send a test team digest.
• Admin and Member currently have the same access. The Admin role does not unlock any management action yet. If someone needs to manage the team, make them an Owner.
• You can't change your own role or remove yourself.
• An organization always keeps at least one owner. Demoting or removing the last owner shows "The organization must have at least one owner."
• If a teammate deletes their own Swimlane account instead of being removed, the lists, pipelines and campaigns they created are deleted with it. Removing them from the team is the safer way to offboard someone.
• Addresses that already belong to a member, or that already have a pending invitation, are skipped.
• Anyone logged in who opens a valid invitation link joins the organization, so don't forward the email.
• Team Settings has Default Permissions switches, but they don't change who sees Invite Member: only owners see it.

Troubleshooting

• I don't see Invite Member: you are not an owner. Ask an owner to invite the person or to make you an owner.
• The page says "Unable to process invitation": the invitation was already accepted, cancelled or has expired. Ask an owner to send a new one.