Invitations
Learn how to invite members to your workspace, manage invitation status, and handle bulk invitations in Devpilot.
Invitations
Invitations are the primary way to add new members to a Devpilot workspace. When you invite someone, they receive an email with a secure link to join your workspace. This guide covers the full invitation lifecycle — from sending invitations to tracking their status and handling edge cases.
Sending an Invitation
Only workspace Owners and Admins can send invitations.
Navigate to the Team Page
Open your workspace and select Team from the sidebar. The team page shows all current members and any pending invitations.
Click "Invite Member"
Select the Invite Member button to open the invitation form.
Enter Recipient Emails
Type one or more email addresses. The invitees do not need existing Devpilot accounts — if they do not, they are prompted to create one when accepting.
Select a Role
Choose the workspace role to assign. When inviting someone directly to the workspace, the assignable roles are Admin or Member. When inviting someone to a specific project, app, or server, the assignable resource-level roles are admin, collaborator, or viewer. See Roles and Permissions.
Customize the Invitation (Optional)
You can optionally add:
- Custom message — up to 1000 characters of personalized text included in the invitation email.
- Expiry — between 1 and 30 days. If omitted, the default is 7 days.
- Reminder schedule — one or more days after sending when Devpilot emails a follow-up reminder. Defaults to reminders at 3 and 7 days if not specified.
Send the Invitation
Click Send Invitation. Devpilot sends an email to each recipient containing a unique invitation link. New invitations appear in the team list with a Pending status.
The invitation email includes the workspace name, the name of the person who sent it, the assigned role, and any custom message you provided. This helps recipients understand what they are being invited to before they accept.
Bulk Invitations
When onboarding many team members at once, use bulk invitations to send up to 100 invitations in a single request.
Open the Bulk Invite Form
On the Team page, choose Bulk Invite from the invite options.
Enter Email Addresses
Add email addresses one per line, or paste a list. You can invite up to 100 recipients per batch.
Assign a Role and Options
Select a role, and optionally set a custom message, expiry window (1–30 days), and reminder schedule. These options apply to every invitation in the batch.
Send All Invitations
Click Send Invitations. Devpilot validates each address and returns a summary with success and failure counts. Any recipients who were already members, who have pending invitations, or whose emails failed validation are listed separately so you can resolve them.
Each email address receives its own unique invitation link. Links are tied to the specific email address — forwarding a link to someone else does not work. They must be invited directly.
Invitation Statuses
Every invitation moves through a lifecycle. You can track the status of all invitations on the Team page.
The invitation has been sent but the recipient has not yet responded. The invitation link is active and can be used to accept. Pending invitations appear in the team list with a Pending badge and are counted toward your team member quota.
The recipient followed the invitation link and joined the workspace. They now appear as an Active member in the team list with the role from the invitation.
The recipient explicitly declined the invitation. Rejected invitations are kept in history for auditing. You can send a new invitation to the same email address if needed.
A workspace Owner or Admin manually canceled the invitation before it was accepted. The invitation link becomes invalid immediately.
The invitation was not acted upon within its expiry window and is no longer valid. Expired invitations cannot be accepted — you need to send a new one.
Invitation Expiry
All invitations have an expiration period set when the invitation is created. The default is 7 days, and you can choose any value between 1 and 30 days at send time. Once expired, the link stops working and the invitation moves to the Expired state.
Reminders
Devpilot automatically emails reminders to recipients who have not responded to pending invitations. By default, a reminder is sent 3 days and 7 days after the original invitation. You can customize the reminder schedule when sending (or bulk sending) invitations, and review sent reminders from the invitation's detail view on the Team page.
Resending Invitations
If a recipient missed the original email or the invitation has expired, you can resend it.
Find the Invitation
On the Team page, locate the pending or expired invitation.
Select "Resend"
Open the action menu next to the invitation and choose Resend Invitation. For expired invitations, this generates a fresh link with a new expiry.
Confirm
Devpilot sends a new email to the same address with an updated link. The previous link (if it was still pending) is invalidated.
Revoking an Invitation
If you need to cancel a pending invitation before the recipient responds, you can revoke it.
Locate the Pending Invitation
On the Team page, find the invitation you want to cancel.
Select "Revoke"
Open the action menu and choose Revoke Invitation.
Confirm Revocation
Confirm the action in the dialog. The invitation link is immediately invalidated and the status changes to Revoked. Anyone who tries to use the old link sees a message saying the invitation is no longer valid.
Invitation Analytics
Devpilot tracks engagement events for each invitation so you can understand how your onboarding funnel is performing.
| Event | Description |
|---|---|
| Sent | The invitation email was dispatched. |
| Clicked | The recipient opened the invitation link. |
| Accepted | The recipient accepted the invitation. |
| Declined | The recipient declined the invitation. |
Each event records the timestamp, the recipient's IP address, and the user agent used. You can view per-invitation analytics from its detail view on the Team page. Workspace-level analytics show aggregated counts, trends over a configurable date range (default 30 days), open rates, and click rates.
Invitation analytics are available only to workspace Owners and Admins.
Troubleshooting
The recipient did not receive the email
Check the invitation detail view to see if the email was dispatched. Verify the address for typos and ask the recipient to check their spam folder. If the address is correct, use Resend Invitation to dispatch another copy.
The invitation link shows "invalid" or "expired"
The link may have been revoked, already used, or passed its expiry. Resend the invitation to generate a fresh link.
A rejected invitation needs to be resent
Send a new invitation to the same email address. The previous rejected record remains in history for reference, and the new invitation is treated as a separate entry.
The recipient accepted but does not see the workspace
Ensure the recipient is logged in with the same email address the invitation was sent to. If they have multiple Devpilot accounts, they may need to switch to the account associated with the invited email.