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Team Management

Overview​

docs101 supports multiple users per company. You can invite team members to collaborate on invoicing, customer management, and exports. Team management is available under Settings > Team.

One Account, One Company

Each email address in docs101 is linked to exactly one company. A user cannot be a member of multiple companies at the same time. If someone already belongs to another company, the invitation will be declined automatically.

Plans and Seat Limits​

The number of team members depends on your subscription plan:

PlanSeatsTeam Invitations
Free1Not available — upgrade required
Professional3Up to 2 additional members

The company creator counts as seat 1. On the Professional plan, you can invite up to 2 additional members for a total of 3.

tip

On the Free plan, the Team section shows an Upgrade to Pro prompt instead of the invite form. Upgrade to Professional to unlock team features.

Inviting a Team Member​

  1. Go to Settings > Team
  2. Enter the email address of the person you want to invite
  3. Click Invite
  4. An invitation email is sent to the provided address

The invitation email contains a link that takes the recipient to docs101. If they already have a docs101 account, they log in. If not, they register a new account. After authentication, they are automatically added to your company.

Invitation Rules​

  • Email-bound — The invitation can only be accepted by the person who owns the invited email address. The email used to log in or register must match the invitation exactly.
  • 48-hour expiry — Invitation links expire after 48 hours. After that, the link no longer works and must be resent.
  • One per email — Only one active invitation per email address per company. Sending a new invite to the same email replaces the previous one.
  • Rate limit — A maximum of 5 invitations can be sent per company per hour.

Resending an Invitation​

If an invitation has expired or the recipient did not receive the email:

  1. Go to Settings > Team
  2. Find the invitation in the Pending Invitations list
  3. Click Resend

This generates a new invitation link with a fresh 48-hour expiry and sends the email again. Resending counts toward the rate limit.

Revoking an Invitation​

To cancel a pending invitation before it is accepted:

  1. Go to Settings > Team
  2. Find the invitation in the Pending Invitations list
  3. Click Revoke

The invitation is deleted immediately. The link in the original email will no longer work.

Removing a Team Member​

Any team member can remove any other member (but not themselves):

  1. Go to Settings > Team
  2. Find the member in the team list
  3. Click Remove
  4. Confirm the removal in the dialog

After removal, the member loses access to the company's data. If they log in again, they are treated as a new user and receive their own separate company.

Removal Is Immediate

Removing a team member takes effect immediately. They will no longer be able to access invoices, customers, or any other company data.

Seat Limits and Downgrading​

If your company has 3 members on the Professional plan and you downgrade to Free:

  • Existing members stay active — no one is automatically removed
  • New invitations are blocked — you cannot invite more members until you are below the Free plan limit (1 seat)
  • Members can leave naturally by being removed, which brings you back within the limit

Roles​

Currently, all team members have the Admin role with full access to all features — invoicing, customer management, exports, settings, and team management. Differentiated roles (e.g. read-only access for accountants) are planned for a future release.

Common Questions​

Q: Can one person belong to multiple companies?

  • A: No. Each email address is linked to exactly one company. To join a different company, the user must first be removed from their current company.

Q: What happens if I invite someone who already has a docs101 account?

  • A: If they do not belong to any company yet, they can accept the invitation and join yours. If they already belong to another company, the invitation cannot be accepted.

Q: What happens when an invitation expires?

  • A: The link stops working. You can resend the invitation from the Team section — this generates a new link with a fresh 48-hour window.

Q: Can I remove myself from the team?

  • A: No. You can only remove other members. This prevents accidentally locking yourself out.

Next: Learn about Account & Security to manage your login and API keys.