Invite a teammate to your workspace

Open Settings from the gear icon at the bottom of the left menu. On the page that opens, choose Workspace from the list on the left and switch to the Members tab at the top. This tab shows everyone in the workspace and their roles, and the form for inviting a teammate sits right below the member list.

By default, you need to be the workspace owner or an admin to send invitations. If you created the workspace, you're the owner, so nothing stands in your way here. If you'd like everyone on your team to be able to bring in a new teammate themselves, you can set Who can invite? on the General tab to Everyone; if you'd rather only owners and admins send invitations, simply leave it on Admins.

There's one more page that's easy to mix up: Invite Friends in Settings. That page isn't for team invitations; it's for the referral program, where you invite a friend to try Pumpynotes. To invite a teammate to your workspace, you always use the Members tab.

In the Invite to Workspace section below the member list, enter your teammate's email address, for example [email protected], and click Invite. Pumpynotes sends an invitation email to that address and the screen shows "Invitation email sent." Your teammate can join with the Join Workspace button in the email.

As soon as you send it, an invite link also appears below the form. If your teammate doesn't check their email often, you can grab the link with Copy and send it to them directly in a message; the link opens the same page as the button in the email. Share the link only with the person you invited, because the invitation is tied to their email address.

The invitation is valid for 7 days, and everyone you invite joins the workspace with the Member role; if you're the workspace owner, you can make them an admin later. If an invitation is already pending for the same address, a new one isn't sent. In that case, using Resend in step 4 is all it takes.

Sometimes the invitation email can't be sent. When that happens, the screen shows the warning "The invitation email couldn't be sent. Copy the link below and share it yourself." The invitation has still been created and is valid for 7 days; all you need to do is grab the link below the warning with Copy and send it to your teammate.

If the email looks like it was sent but never reached your teammate, first ask them to check their spam folder. If it isn't there either, check the address: if there's a typo, you can remove the invitation with Cancel invitation in step 4 and send a new one to the right address. If the address is correct, you can send the email again with Resend in the same step, or get the link again with Copy link.

Every invitation that hasn't been accepted yet stays in the Pending invitations list below the form. Each row shows when the invitation was sent and the date it's valid until, for example "Sent 3h ago · Valid until October 8, 2026". If someone else sent the invitation, the row also shows who sent it. Accepted and expired invitations drop off the list on their own.

You can manage an invitation with the three buttons on the right side of its row:
Copy link: Gets you the invitation link again; if your teammate can't find the email, you can send them the link in a message.
Resend: The email goes out again and the 7-day period starts over. The link stays the same, so any link you shared earlier keeps working too.
Cancel invitation: Use this if you sent it to the wrong address or changed your mind. The moment you confirm, the link stops working; you can invite that address again later.

If you're not the owner or an admin, the list shows only the invitations you sent yourself.

When your teammate clicks the Join Workspace button in the email or the link you shared, the Accept Invitation page opens. The top of the page shows which workspace they're joining and with which email, for example "You are joining the Sarah's Team workspace as [email protected]." What happens next depends on whether your teammate has used Pumpynotes before:

If they're already signed in with this email, the page shows which account they're signed in with; clicking Join is all it takes.
If they already have an account with this email, they enter their existing password and click Join.
If they don't have an account yet, they choose a new password of at least 8 characters with an uppercase letter, a lowercase letter and a number, and click Join; their account is created at the same time.
If they signed up with Google, Apple or Microsoft, they sign in the same way using the buttons below, then click Join once they're back on the invitation page.

The moment they join, they go straight into the workspace and show up in your member list as a Member. If they've turned on two-factor authentication, they'll be asked for their authentication code first.