Inviting Team Members

ApprovIQ supports collaborative project teams. Project approvers and active members of the owning team can manage applicant and collaborator invitations. Applicants can manage collaborators to help with document preparation.

Invitation Types

Applicant

The applicant can be invited during project creation or later from Project Settings. Project approvers and active members of the owning team can assign or change the applicant. The applicant receives an email with a link to:

• Create an account (if new to ApprovIQ)
• Sign in and view the project (if they already have an account)

Team Members

Team Members assist the primary approver with document review and approval:

1. Go to Team Settings
2. Enter the team member's email address
3. Click Invite
4. They receive an email invitation

Who can invite team members: Organisation-team admins and owners. This is a team-level permission and does not depend on a person's role in any project.

Once accepted, team members can:

• Review documents and change item statuses
• Stamp documents with their own credentials
• Manage approval list items
• View all project information

Inside projects owned by their team, they can manage the applicant and collaborators regardless of whether their organisation-team rank is member, admin, or owner. Organisation-team rank still controls team-level administration.

Collaborators

Collaborators are external parties with limited access:

1. Go to the project settings or the team section
2. Enter the collaborator's email address
3. Click Invite
4. They receive an email invitation

Who can manage collaborators: The approver, the applicant, or any active member of the project's owning team.

Once accepted, collaborators can:

• View the project and approval list
• Upload documents
• Add comments

Invitation Lifecycle

Each invitation goes through these stages:

Status	Description
Pending	Invitation sent, waiting for the recipient to accept
Accepted	The recipient has accepted and can access the project
Expired	The invitation link has expired (recipient can be re-invited)
Revoked	The invitation was cancelled by an authorised project member

Managing Invitations

Revoking an Invitation

To cancel a pending invitation:

1. Go to the project team section
2. Find the invitation
3. Click Revoke

The invitation link will no longer work.

Re-inviting

If an invitation expires or a team member needs a fresh link:

1. Remove the expired invitation
2. Send a new invitation to the same email address

Branded Invitations

If the approver has configured whitelabel branding, invitation emails will display their custom logo and brand colours. This creates a professional first impression for recipients.

Tips

1. Invite team members early — add them during project creation so they can begin reviewing as soon as documents are submitted
2. Use collaborators for subconsultants — if a subconsultant needs to upload a specific report, invite them as a collaborator rather than having the applicant act as an intermediary
3. Communicate role expectations — let team members know which items they are responsible for reviewing