How to Invite and Manage Team Members
Introduction
This article shows you how to invite colleagues to your Ship24 organization, change what they can access, and deactivate or remove them when you need to.
You can do all of this if you're the Owner, or if your role gives you access to User management (the Admin role does). You'll need a free seat for each person you invite.
In this article
- The Team members page
- Invite a colleague
- Manage a pending invitation
- Change someone's access
- Deactivate or reactivate a member
- Remove a member
- Emails people receive
- Common questions
The Team members page
Go to Organization > Team members. The User management section shows how many seats are in use, then one row per person with their Access, Status and when they were Last active.
A person can have one of these statuses:
Status | What it means | Uses a seat |
|---|---|---|
Active | They've joined and can sign in | Yes |
Invitation pending | Invited, but they haven't accepted yet | Yes |
Deactivated | Paused, with no access until you reactivate them | No |
Declined | They turned the invitation down | No |
The Owner's row has no actions, for anyone. You also can't change your own access, deactivate yourself or remove yourself.
Invite a colleague
Go to Organization > Team members and click "Invite user" in the top right. Then, in the Invite a user dialog:
- Enter their Email.
- Choose a Role.
- Adjust Access by area if you need to. Changing any area switches the role to Custom.
- Click "Send invitation".
They receive an email with a link to set their own password and join your organization. If they already have a Ship24 login, they join with that instead and don't need a new password. See how to join and switch between organizations for what they see.
Manage a pending invitation
Until someone accepts, their row shows Invitation pending.
- Click the ⋮ menu at the end of their row.
- Choose what to do.
- Resend invitation sends a fresh email with a new link. The old link stops working.
- Copy invite link copies the link so you can send it to them yourself, for example in a chat.
- Revoke invitation cancels it and frees the seat straight away.
If they decline, you get an email, their row shows Declined, and the seat is freed.
Change someone's access
Open the ⋮ menu on the person's row and choose "Edit permissions". Then:
- Choose a Role.
- Adjust Access by area if you need to.
- Click "Save".
Changes apply the next time they do something in the dashboard. They don't need to sign out or sign in again. For what each role and access level gives, see Understanding Team Roles and Permissions.
Deactivate or reactivate a member
Deactivating pauses someone without removing them, which is useful for someone on leave.
- Click the ⋮ menu at the end of their row.
- Choose "Deactivate member".
Confirm with "Deactivate". They lose access immediately and their seat is freed for someone else. Their history stays in the audit log.
To bring them back, open the ⋮ menu on their row and choose "Reactivate member". Reactivating takes a seat again, so you need a free one.
Remove a member
Open the ⋮ menu on their row and choose "Remove from organization". For someone already deactivated, the option is "Remove permanently". Confirm with "Remove".
They lose access immediately and disappear from the list. Their activity stays in the audit log, and you can invite the same address again later. Removing someone only affects your organization, so their own Ship24 login keeps working.
How deactivating and removing compare:
Deactivate | Remove | |
|---|---|---|
Access | Ends immediately | Ends immediately |
Seat | Freed | Freed |
Shown in the list | Yes, as Deactivated | No |
Coming back | Reactivate at any time | Invite them again |
Emails people receive
- Invitation. Sent to the person you invite, with the link to join and when it expires.
- Declined. Sent to you when someone turns an invitation down.
- Deactivated, reactivated or removed. Sent to the member, and to everyone in the organization who can manage users, so the rest of your admins know when someone else makes a change.
Common questions
Can I invite someone who already has a Ship24 account?
Yes. They join your organization with the login they already have, and keep access to their own account too.
They didn't get the invitation
Ask them to check their spam folder. If it's not there, use Resend invitation, or Copy invite link and send it to them yourself.
Can I change who the Owner is?
Contact our support team and we'll help.
Next steps
- How Team Seats and Billing Work
- Understanding Team Roles and Permissions
- How to Join and Switch Between Organizations
- How to Manage Your Organization Profile and Audit Log
Updated on: 02/11/2026
Thank you!