rallyHelp

Chapter 10 · Running an Organization / 10.2

Inviting people

Invite teammates by email, choose their role, and manage invitations that are still waiting.

An invitation is the only way into an Organization. You may already have sent a few during the guided setup. This page covers sending them later, and keeping track of the ones still out there.

Only owners and administrators can invite people. Members do not see the Invitations section at all.

Note

This page is about bringing someone into the whole Organization. To let a client into one conversation and nothing else, share that conversation with them instead, as described in Sharing with people outside your Organization.

Send an invitation

  1. Open Settings → Organization and scroll to Invitations. The heading reminds you: Invite teammates by email. Links expire after seven days.
  2. Type the person's address in Email address.
  3. Choose a Role: Member or Administrator. If you are not sure, pick Member. You can promote them later in a click (see Roles), and it is kinder than demoting someone in their first week.
  4. Click Send invitation.

Rally confirms with Invitation emailed and It expires in seven days. You can also copy the one-time link. Click Copy invite link to send the link yourself as well, say in a chat message to someone who never reads email.

If Rally shows Invite link ready instead, the email was not sent. Copy the link and pass it on yourself.

What the invitation email says

The email arrives with the subject line your name invited you to Organization name on Rally. It says who invited them, to which Organization, and whether as a member or an administrator. It also says:

  • It is one-time. The link works once. After it has been used, it is done.
  • When it expires. Seven days after you sent it. The email states the exact time, in UTC.
  • How to get Rally. If the person does not have Rally yet, the email can include a Download it for macOS link. That download link keeps working until the invitation expires, and stops if you revoke the invitation.

An invitation belongs to the address you typed. To accept it, the person must sign in to Rally with exactly that email address. If they have a personal and a work Google account, make sure you invited the one they will sign in with. What they see on their side is covered in Create or join an Organization.

When they accept or decline, you get an email saying so, with an Open Rally link, so you are not left wondering whether they ever saw it.

Invitations still waiting

Under the form, Rally lists every invitation that has not been used yet, with a count beside the heading (for example 2 pending). Each row shows:

  • the email address,
  • the role, Member or Administrator, and the date it expires,
  • a Pending badge,
  • a bin button to revoke it.

When nothing is waiting, you see No pending invitations.

Someone with a pending invitation may also appear in the Members list. They get no role button there until they accept.

Revoke an invitation

Click the bin button on the invitation's row. The link stops working straight away, and so does any download link that came with it. Do this when you sent an invitation to the wrong address, or the person is no longer joining.

Send it again

If an invitation expired, or the person lost the email, send a new invitation to the same address. A new invitation to an address that already has one waiting replaces the old one: the old link stops working, and only the newest email counts.

Previous invitations

Below the waiting list, a collapsed line reads Previous invitations with a count, such as Previous invitations (5). Click it to see every invitation that is no longer waiting, each with its address and a badge: Accepted, Expired or Revoked. It answers "did I ever invite Sam?" without asking Sam.