Inviting Your Team

This guide walks you through adding teammates to your CommTrail organization, choosing the right role, and managing access after they join.

How roles work

CommTrail has three roles. Your plan determines which ones are available to you.

• Admin — full access to every meeting, every setting, and billing. Admins are the only role that can create invite codes or remove users.
• Staff — can manage meetings and signups, but cannot change billing or invite other users. Every org gets one default staff invite code when you sign up.
• Coordinator — Portfolio plan only. Scoped to specific meeting groups, so the coordinator only sees the meetings inside the groups you assign.

Creating an invite code

Invite codes live at /settings/invites, which is admin-only. Each code is human-readable and looks like ABC-XYZ-123 — three segments of three uppercase characters separated by dashes.

1. Go to /settings/invites.
2. Click the "+ Create New Invite Code" button.
3. Pick a role from the Role dropdown — Admin or Coordinator.
4. If you picked Coordinator, check the boxes for the groups this person should see. At least one group is required.
5. Click "Create invite". The new code appears in the table below.

You can share the code two ways. Click "Copy Link" to copy a full URL like the one below, or click the clipboard icon next to the code itself to copy just the code.

/signup?invite=ABC-XYZ-123

When someone opens the link, the invite field on /signup is pre-filled, so they only need to enter their name, email, and password.

Managing your team after they join

Once someone redeems an invite, they show up on /settings/team — also admin-only. The Team page lists every member with their role, group tags, join date, and a "Req. MFA" toggle.

Changing coordinator group assignments

For coordinators, click "Manage groups" in the Actions column. A row expands with a checkbox for every group in your org. Check or uncheck to assign or unassign — changes save immediately.

Removing a user

Click "Remove" in the Actions column. You'll see a "Remove? Yes / No" confirmation inline before anything happens.

Deactivating invite codes

Codes do not expire on their own, and multiple people can redeem the same code. When you're done with one, open /settings/invites and click "Deactivate" in the Actions column. The code becomes unusable but stays in the table for your records — click "Activate" to re-enable it later.

Staff limits and your plan

Every plan has a cap on staff users. When someone tries to redeem an invite code that would push you over the limit, the join is blocked and you'll see an upgrade prompt with the LIMIT_EXCEEDED error.

To check where you stand, visit /settings/billing and look at the Current Usage section. It shows your seat count against your plan's limit so you can upgrade before hitting the ceiling.

Questions or stuck on an invite? Email support@commtrail.com and we'll help you sort it out.