How to Invite Teammates by Email?

An email invite gives someone login access to your SyncSignature workspace. You select them in TEAMMATES, send the invitation, and they get an email with a join link. Once they accept, they can sign in and manage their own details and their own signature.

One prerequisite catches almost everyone: a teammate must have a group assigned before an invite can be sent. If the invite option is unavailable, that is why.

What an invite does, and what it does not

Adding a teammate and inviting a teammate are two different actions, and only one of them produces a signature.

Action	What it does	When you need it
Adding a teammate	Creates the teammate record and, once they are in a group, generates their signature	Always
Sending an invite	Gives that person a login to the workspace	Only when they need to sign in themselves

Signatures are generated by the group, not by the invite. A teammate who never accepts an invite still has a signature, and you can still install it for them if you are on Google Workspace or Microsoft 365. Invite the people who need to edit their own details, upload their own photo, or act as a Manager. For everyone else, installing the signature from inside the group is enough.

Before you start

Requirement	Where it lives	Notes
Owner or Manager role	Your workspace	Teammates cannot invite other people
At least one saved template	TEMPLATES	A group with no template produces no signatures
The teammate added to the workspace	TEAMMATES	Added manually, by CSV, or imported from your directory
A group assigned to that teammate	GROUPS	This is the hard blocker. No group, no invite
Their work email address	TEAMMATES	The invite goes to the address on the teammate record

How to invite teammates by email

Add the person as a teammate. Open TEAMMATES and add them manually with their name, email, and job title, or bring them in by CSV or from your connected directory.
Assign them to a group. Open GROUPS, pick the group whose template matches the signature they should have, and add them to it. Their signature is generated at this point, before any invite is sent.
Select who you are inviting. Back in TEAMMATES, tick the people you want to invite. You can select several at once instead of sending invitations one by one.
Send the invitation. Click Send Invitation. Each selected person gets an email with a link to join the workspace.
Set their role. Assign Manager or Teammate. A Manager can manage templates, teammates, groups, and signatures inside this workspace. A Teammate can only manage their own details and copy their own signature. Owner is not a role you hand out by invite: the Owner is whoever created the workspace.

What the teammate receives

The invited person gets an email from SyncSignature containing a join link. Clicking it takes them to the signup screen, where they can create a password or sign in with their Google or Microsoft account. After that they land in your workspace with the role you assigned.

What they can do next depends entirely on that role:

Role	Can do	Cannot do
Teammate	Edit their own name, title, phone, and photo, copy their own signature, install it in their own mail client	Edit templates, create groups, or see other people's settings
Manager	Create and edit templates, manage teammates and groups, generate and install signatures across the workspace	Act outside the workspace they were added to

If a teammate edits their own details, the dynamic fields in their signature update to match. Anything locked as a static field in the template stays as you set it, so a teammate cannot change the company logo, the disclaimer, or the layout.

Handling unaccepted invites

Invites sit unaccepted more often than you would expect, usually for boring reasons. Work through these in order:

Check the address on the teammate record. The invite goes wherever that field points. A typo in a manually added teammate is the most common cause.
Ask them to check spam and any filters. Invite emails land in filtered folders at some organizations.
Confirm they are checking the right mailbox. If the record is an alias rather than a primary address, the invite lands in the mailbox the alias forwards to.
Resend from TEAMMATES. Select the person again and send a fresh invitation.
Decide whether they need a login at all. If you are installing signatures to Google Workspace or Microsoft 365, the signature is already deployed. An unaccepted invite is not blocking anything.

Do not create a second teammate record for someone whose invite went astray. Duplicate records mean duplicate seats and a second signature competing with the first.

Common issues and fixes

Issue	Cause	Fix
The invite option is unavailable	The teammate has no group assigned	Assign them to a group in GROUPS, then send the invite
Invite sent but never received	Wrong address on the teammate record, or the email was filtered	Correct the address in TEAMMATES, ask them to check spam, then resend
Teammate accepted but sees no signature	They were invited before being added to a group with a template	Add them to a group. The signature is generated on assignment
Teammate cannot edit the template	They hold the Teammate role	Change their role to Manager if they genuinely need template access
Teammate changed their title but the signature looks the same	That field is locked as static in the template	Make the field dynamic in TEMPLATES so teammates can fill it
Invited the same person twice	Two teammate records exist for one address	Delete the duplicate record so only one signature is in play

Import and manage teammates covers getting people into the workspace before you invite them.
What are groups explains the group assignment that invites depend on.
Invite a teammate using Google Directory is the faster path if you run Google Workspace.
Difference between Manager and Teammate roles helps you pick the right role at invite time.

Still stuck? Email support@syncsignature.com and include your workspace name and the exact email address the invite was sent to.