Invite your team and set roles
Invite your team to Mailsoftly by email, track who has joined, then set each person as Admin, Editor, or Member from the roster once they accept.
Bringing your team into Mailsoftly means everyone works from the same contacts, campaigns, and reports instead of sharing one login. This guide shows how to invite people by email and give each person the right level of access.
You will open your team roster, send an invite with a name and email, then set each person’s role once they accept. Each step shows the screen you should see.
Open your team roster
Open Settings and choose Team to land on the Users page, the home for everyone on the account. Two tiles at the top count your Users and your Pending Invites, and a Search by Name box filters the list. Below that, tabs sort people by status and each one carries a live count.
- Header buttons: Invite New User, plus Create User if you are the account owner and can add people directly without an email invite
- Tabs: Active, Deactive, Pending Confirmation, and Pending Invitation
- Columns for each person: User, Logins, Last Login, Role, Deactive status, and Actions
- A note by the title points out that the default sender and reply-to are managed in Senders, not here
Seeing the whole team in one view makes it easy to tell who has joined and who you are still waiting on.
Not everyone needs a seat. If someone only needs to receive campaign replies, add their inbox as a reply-to address on the Senders screen instead of inviting them. It takes one confirmation click on their side and uses no user seat; see Authenticate your sending domain.
Open your team roster in Mailsoftly
Send an invite by email
Click Invite New User to open the Invite people to Mailsoftly window. It explains that your teammates will get an email that gives them access to your team, then asks for three details. Fill them in and press Send Invite, or press Cancel to close without sending.
- Email: where the invite link is sent
- First Name and Last Name: how the person shows up in the roster
- No role is chosen here; the invite collects only name and email, and you set the role after they accept
Once sent, the person appears under the Pending Invitation tab until they open the link and join. If a firm has hit its user limit, an upgrade prompt appears instead of the invite window.
You can invite as many people as your plan allows, and each one waits in the pending list until they accept.
Double check the email address before you send. The invite goes straight to that inbox, so a small typo means the link never reaches the person you meant to add. If it does not arrive, open their row under Pending Invitation and use Resend Invitation to send a fresh link.
Set each person’s role from the roster
Once someone accepts, they move to the Active tab. Open their row with the edit pencil to open the account panel, scroll to the Access section, and set their Role. Admin gives full account management, so an Admin can invite and remove people, set roles, and reach settings that standard members cannot; other access levels cover day to day work without those controls. Firm wide branding sits with Admins for the same reason: the brand kit and building the Launch Kit are admin only, since both are shared by everyone on the account. That way a member cannot re-point the branding the whole team sends with. The roster shows each person’s current role as a pill, such as Admin, Editor, or Member. The same panel has an Active switch you can use to turn access off later.
- Access controls appear only on other people’s rows, so you cannot change your own role or active status; another Admin has to do that
- Save Changes writes the role, and the roster pill updates to match
With roles set, everyone has the access they need and nothing they do not.
Ready to try it in your own account?
Free to start with your Google Workspace or Microsoft 365 account. No credit card required.
