Getting started

How to invite salespeople and managers to your team

Updated September 28, 2026

Step by step

1. Open your team

   In the dashboard, go to Settings › Team.

2. Invite

   Click Invite. In the Invite to the team window, fill in the Email and choose the Role.

3. Send

   Click Send invitation. The invite shows up in the list with the status “Expires in 7 days”.

4. The person accepts

   They open the link in the email, enter their name, create a password (at least 10 characters) and click Create account and join. Anyone who already has a TraceClose account with that email just types their password and clicks Accept invitation.

Manager or salesperson?

• Salesperson: handles the conversations and leads they receive and only sees their own numbers. Joins the rotation with weight 1, which you can adjust later.
• Manager: manages the team, the integrations and the settings, and sees the full ranking. Doesn’t get leads from the rotation.

The name “salesperson” may look different depending on your industry (at a clinic, for example, “receptionist”). The full comparison is in Roles and permissions.

Tracking your invites

The Invitations list shows the email, the role, who sent the invite and the status: “Expires in N days”, “Expires today”, Expired, Accepted or Revoked. Two actions:

• Resend: sends a new link and resets the 7-day validity. Use it when the invite expired or the person couldn’t find the email.
• Revoke: the link you sent stops working immediately.

Example: building Example Co.’s team

Example Co. (fictional data) invited john@example.com and maria@example.com as salespeople and paula@example.com as a manager. João accepted the same day; Maria let her invite expire and got a new one with Resend. Since Maria handles twice as many conversations, the manager opened her profile with View › Edit and raised her Distribution weight to 2.

Pause, deactivate and reactivate

Click View next to the person to open their panel:

• Pause: leaves the rotation for new leads, but keeps handling the conversations they already have. Back to rotation undoes it.
• Deactivate: loses dashboard access right away and leaves the rotation. Their conversation history stays. Reactivate restores access.
• Edit: name, role, distribution weight (1 to 10) and an optional new password.

There’s no way to delete a person: deactivate them instead. You also can’t remove your own access, and the organization needs at least one active manager.

Your plan’s user limit

Active members (including paused ones) and pending invites that are still valid count toward the limit. Revoking an invite or deactivating someone frees up a seat. At the limit, the dashboard shows “Your plan has reached its user limit.” with a See plans button. See Plan limit reached.

Didn’t work? See…

• “Confirm your email before inviting people.”: confirm your own email first (here’s how).
• “There’s already a pending invitation for this email.”: use Resend on the existing invite.
• “This person is already on the team.”: look for them in the list; if they’re inactive, use Reactivate.
• The invite didn’t arrive or expired: see The invitation expired or didn’t arrive.

Frequently asked questions