How it works#
Every workspace has its own team. You invite people by email, one workspace at a time, and give each one a role. Heropost emails them a link. They sign in, or create a free Heropost login, and your workspace appears in their workspace menu.
- Invitations are per workspace. Someone who works on three brands needs an invitation from each of the three workspaces.
- Team members work on the owner's plan. They don't need a plan of their own. How many people a workspace can have depends on the owner's plan: see Team seats on each plan.
- Everyone has their own login. Nobody needs your password, and you can remove anyone at any time.
- The role decides what they can do. Admins manage the team and approve posts. Editors write posts and submit them for approval. Viewers see everything, comment, and use the Social Inbox. Details: Roles and permissions.
Want a client to connect their social accounts without joining your team? Use Invite Profile instead.
Send an invitation#
You need to be the workspace owner or an Admin.
- Switch to the workspace you want to share. The invitation is for the workspace you're in.
- In the left menu, open Team → Invite. The page is called Invite Team Members.
- Under Send an invitation, type the person's email in Enter email address.
- Pick a role: Editor (selected at first), Viewer or Admin.
- Press Send Invite. Heropost shows Invitation sent to {email}, and the invitation appears under Pending Invitations.
- Several people: send one invitation at a time. The email box empties after each one, and the role stays as you set it.
- Other ways in: Invite your team on Home, or Invite Members on Team → Members.
- On a phone: tap the Workspace tab in the bar at the bottom of the screen, then Invite.
What the person you invite does#
Heropost emails them with the subject "You've been invited to join {workspace} on Heropost as an Editor" (or "as an Admin", "as a Viewer"). The link works for 7 days.
- They open the link in the email. Heropost's Sign Up page opens with their email already filled in.
- New to Heropost: they add their name and a password, press Next and confirm their email address. Already have a Heropost login with that email: Heropost asks them to log in instead.
- Heropost shows Accepting invitation..., then You're in!, and opens Home with your workspace selected.
They must accept with the email address you invited. Signed in with another address, they see "This invitation was sent to {email}. Please log in with that account to accept." So invite the address they use for Heropost.
What they see once they're in, and how they get around: Working in someone else's workspace.
When someone joins#
- The workspace owner gets an email: "{name} joined {workspace} on Heropost".
- The owner also gets Team Member Joined in the bell's Team tab, unless they turned off New member joined in Team → Notifications. See Notifications.
- The person appears in Team → Members with the role you chose, and the invitation leaves Pending Invitations.
Manage pending invitations#
Team → Invite lists every invitation that hasn't been accepted, with the email, the role and Expires {date}.
- Cancel an invitation: press Revoke and confirm "Revoke invitation for {email}?". Heropost shows Invitation revoked, and the link stops working.
- Send it again: there's no resend button. Press Revoke, then invite the same email again. They get a new email with a new 7-day link.
- Expired invitations stay listed, with a date in the past. Revoke one before inviting that email again. Until you do, Heropost answers "An invitation has already been sent to this email."
- Pending invitations don't use a seat. A seat is taken when the person accepts. If the workspace is full by then, they can't join until a seat is free.
Change someone's role or remove them#
Open Team → Members. The page is called Team Members: "Manage the people who have access to this workspace and their roles."
- Change a role: click the person's role chip ("Click to change role") and choose Admin, Editor or Viewer. It saves straight away: Role updated to {role}.
- Remove someone: press × ("Remove member") on their row and confirm "Remove {name} from the workspace?". Heropost shows Member removed, and their access ends at once.
Only the owner and Admins see these controls. Nobody can change or remove the owner, and Admins can change or remove other Admins. On a phone, tap a row to change the role. Removing someone takes a computer.
If it doesn't work#
| What you see | What it means | What to do |
|---|---|---|
| "Looks like you've reached the limit of your plan. Please upgrade your account to access for features." | The owner's plan doesn't include team members, or every seat in this workspace is taken. | See Team seats on each plan. Remove someone, or upgrade the owner's plan. |
| "Your account doesn't have an active plan. Please upgrade to use this feature." | The workspace owner has no active plan. | The owner picks a plan in Billing. |
| "You don't have permission to manage team members." | Only the owner and Admins can invite, revoke, change roles or remove people. Editors and Viewers can open the page, but sending fails. | Ask the owner or an Admin. |
| "Please provide a valid email address." | The address is mistyped. | Check it and press Send Invite again. |
| "This user is already a member of this workspace." | They're already on this workspace's team. | Change their role on Team → Members if needed. |
| "An invitation has already been sent to this email." | A pending or expired invitation for that email is still listed. | Press Revoke on it, then invite again. |
| They didn't get the email | It went to spam, or the address is wrong. | Ask them to check spam. Then revoke and invite again, checking the address. |
| "This invitation has expired." (on their screen) | More than 7 days have passed. | Revoke it and send a new one. |
| "This invitation was sent to {email}. Please log in with that account to accept." (on their screen) | They're signed in with a different email. | They log out, log in with the invited email and open the link again. |
| "This invitation is no longer valid." (on their screen) | The invitation was revoked or already used. | Send a new one if they still need access. |
| "You are already a member of this workspace." (on their screen) | They joined earlier. | They choose the workspace in the workspace menu. |
| "Invalid invitation token." or "No invitation token found. Please check your link." (on their screen) | The link was cut short or changed when it was copied. | They press the link in the email itself, or you send a new invitation. |
| Couldn't accept invitation (on their screen), with a plan message | The workspace had no free seat when they accepted, or the owner's plan doesn't include team members. | Free a seat or upgrade. Then they open the link again within the 7 days. |
Questions#
Does the person I invite need to pay?
No. Team members work on the workspace owner's plan. If they have no plan of their own, their Billing page says "Your plan is provided by your workspace owner."
Can I invite someone to all my workspaces at once?
No. Invite them from each workspace they need. They take a seat in each workspace they join.
Can I make someone else the owner of a workspace?
No. The owner is the login that created the workspace, and Heropost has no way to transfer ownership. Make the person an Admin: Admins can do almost everything an owner can, see Roles and permissions. If you need something else, contact support and tell us what you're trying to do.
How does someone leave a workspace?
There's no Leave button. The owner or an Admin removes them on Team → Members. Admins can remove themselves there too.
Can I invite someone who signs in to Heropost with a different email?
Invite the email they sign in to Heropost with. An invitation can only be accepted by the login with that email address.
What's the difference between this and Invite Profile?
A team invitation gives someone a login to work in your workspace. Invite Profile only lets someone connect their social accounts to your workspace, without a Heropost login and without seeing your workspace.