How-To GuidesInvite Team Members

How to Invite Team Members

Collaborate with your team by inviting members to your BugBrain organization. Assign roles and manage access easily.

Prerequisites

  • You must be an admin or owner of your organization
  • Know the email addresses of team members you want to invite
  • Have available member seats on your plan

Inviting Team Members

1
Go to Team Settings
Click on your organization name in the top right, then select 'Team' from the dropdown menu.
2
Click 'Invite Member'
Click the 'Invite Member' button in the top right corner of the Team page.
3
Enter Email Address
Type the email address of the person you want to invite.
4
Assign a Role
Choose a role for this team member: Member (default) or Admin.
5
Send Invitation
Click 'Send Invite'. An email will be sent to the recipient with an invitation link.

Roles Explained

BugBrain has three role levels:

Member

Permissions:

  • View and run tests
  • Create and edit test cases
  • View test results and analytics
  • Access projects they’re assigned to
  • Use integrations

Cannot:

  • Invite new team members
  • Change organization settings
  • Manage billing
  • Delete projects

Best for: QA engineers, developers, test engineers

Admin

Permissions:

  • All Member permissions, plus:
  • Invite and remove team members
  • Create and delete projects
  • Configure integrations
  • Manage organization settings
  • Access all projects

Cannot:

  • Access super admin panel
  • Change billing plans (requires owner)

Best for: Team leads, QA managers, engineering managers

Owner

Permissions:

  • All Admin permissions, plus:
  • Manage billing and subscription
  • Delete the organization
  • Transfer ownership

Note: The person who created the organization is automatically the owner. Ownership can be transferred.

Best for: The person responsible for billing and organization management

Pro Tip: Start team members as Members and promote them to Admin only when needed. This follows the principle of least privilege.

The Invitation Process

1. Invitation Sent

When you send an invitation:

  • An email is sent to the recipient
  • The invitation appears in your Pending Invitations list
  • The invitation is valid for 7 days

2. Recipient Receives Email

The invitation email includes:

  • Who invited them
  • Organization name
  • Their assigned role
  • Accept invitation link

3. Recipient Accepts

If they have an account:

  • Click the link
  • Sign in
  • Automatically added to the organization

If they don’t have an account:

  • Click the link
  • Sign up for BugBrain
  • Automatically added after signup

4. Invitation Accepted

Once accepted:

  • Team member appears in your Team list
  • They can access the organization
  • Invitation moves to “Accepted” status

Managing Invitations

Viewing Pending Invitations

See all pending invitations:

  1. Go to Team page
  2. Click ‘Invitations’ tab
  3. View status of all sent invitations

Resending Invitations

If someone didn’t receive the email:

  1. Find the invitation in Pending list
  2. Click ‘Resend’
  3. New email sent to recipient

Revoking Invitations

To cancel an invitation:

  1. Find the invitation in Pending list
  2. Click ‘Revoke’
  3. Invitation link becomes invalid
  4. Recipient can no longer accept
⚠️

Note: Revoking an invitation is permanent. If you change your mind, you’ll need to send a new invitation.

Managing Team Members

Changing Roles

To change a member’s role:

  1. Go to Team page
  2. Find the team member
  3. Click the role dropdown
  4. Select new role (Member or Admin)
  5. Confirm the change

Removing Team Members

To remove someone from your organization:

  1. Go to Team page
  2. Find the team member
  3. Click ‘Remove’
  4. Confirm removal

What happens:

  • Immediate loss of access
  • Cannot log in to the organization
  • Their work (test cases, etc.) remains
  • Can be re-invited later

Member Limits

Member limits depend on your subscription plan:

PlanMax Members
Starter5 members
Growth15 members
ProUnlimited
💡

Need more seats? Upgrade your plan in Settings → Billing to add more team members.

Checking Available Seats

To see how many seats you have:

  1. Go to Team page
  2. Check “X of Y seats used” at the top
  3. Or go to Settings → Billing

What if I’m at the limit?

If you’ve reached your member limit:

  1. Remove inactive members to free up seats
  2. Upgrade to a plan with more seats
  3. Wait for pending invitations to expire

Project Access

Team members can access:

  • All projects in the organization (by default)
  • Specific projects (if project-level permissions are configured)

To control project access:

  1. Go to a project’s Settings
  2. Click ‘Members’ tab
  3. Manage who can access this project

Learn more about Team Management →

Best Practices

💡

1. Verify Email Addresses Double-check emails before sending invitations to avoid typos.

2. Start with Member Role Invite as Member first, promote to Admin if needed.

3. Document Responsibilities Clearly communicate what role means in your team’s context.

4. Regular Audits Review team members quarterly and remove inactive users.

5. Onboard Properly When someone joins, give them a tour of your test organization.

6. Use Real Names Encourage team members to use their real names in profiles for better collaboration.

Troubleshooting

Invitation Not Received?

Check these:

  • Email went to spam folder
  • Email address was typed correctly
  • Email service is not blocking bugbrain.tech
  • Wait 5-10 minutes (emails can be delayed)

Solutions:

  • Resend the invitation
  • Try a different email address
  • Ask recipient to check spam/junk folder
  • Have them add noreply@bugbrain.tech to contacts

Can’t Send Invitation?

Possible reasons:

  • You’re not an admin (check your role)
  • Member limit reached (upgrade plan)
  • Email already invited (check pending invitations)
  • Email already a member (check team list)

Someone Can’t Accept?

Common issues:

  • Invitation expired (resend it)
  • Invitation was revoked (send new one)
  • Link malformed (resend invitation)
  • Account issues (contact support)

Member Can’t Access Projects?

Check:

  • Their role (Member vs Admin)
  • Project-specific permissions
  • Organization status (trial expired?)
  • Account is active

Security Considerations

  • Email Verification: Invitations are sent to verified emails only
  • Unique Links: Each invitation has a unique, one-time-use link
  • Expiration: Invitations expire after 7 days for security
  • Audit Trail: All member additions are logged
  • Access Control: Removed members lose access immediately

Next Steps

After inviting team members:

Setup IntegrationsManage Subscription