How do I invite teammates and set their roles?
Updated September 14, 2026 · 3 min read · Business (5 seats)
Open Settings → Team, type your teammate's email address, choose Admin, Editor or Viewer, and click Send invite. They receive a one-click link that expires in 7 days and must be accepted while signed in to that same email address. Teams need the Business plan: it includes 5 seats in total, and every other plan has a single seat that the account owner already occupies.
What can each role do?
There are four roles. Three of them can be handed out; owner is the person who created the account.
| Role | Can do |
|---|---|
| Owner | Everything, plus transferring ownership and deleting the organization. One per account. |
| Admin — manage members + everything | Invite, remove and re-role members, change settings, and manage every QR code. |
| Editor — create/edit QR codes | Create, edit and delete QR codes. Cannot touch members or settings. |
| Viewer — read-only | Read QR codes and analytics. Cannot change anything. |
The three descriptions above are the exact wording of the Role dropdown on the invite form.
How do I send an invite?
- Open the Team page. Go to
Settings → Team. The header reads Team — {your organization} and the summary row shows your plan, seats used and your own role. - Fill in Invite a teammate. Enter the Email address — it has to be the address they will sign in with.
- Pick a Role. Admin, Editor or Viewer.
- Click Send invite. They get an email with a one-click link.
Pending invites appear in their own Pending invites card with the role and expiry date, and a Revoke button next to each. To accept, the invitee signs in (or signs up) with the invited address and opens the link; if they are signed in as somebody else the page tells them which account to use.
How many seats do I get?
The Business plan comes with 5 seats. The trial, Starter and Pro have one seat each, which is the owner — so there is no one left to invite until you upgrade.
A seat is consumed by a member or an outstanding invite, so three members and two unanswered invites fill a Business plan. At the cap the invite form is disabled and the Seats box shows Seat limit reached — upgrade to invite more. Revoking a stale invite frees its seat straight away. For the full picture of what each plan includes, see plans and limits.
How do I change or remove a teammate?
Every teammate has a row in the Members card showing their name, email and last sign-in date.
- Change a role: pick a new value from the dropdown on their row. It saves immediately.
- Remove someone: click Remove at the end of the row. Their seat is freed.
- Revoke an invite: click Revoke on the row in Pending invites.
Both controls need the Admin or Owner role, and neither appears on the owner's row or on your own. Transferring ownership is not available in the dashboard — email support@qrcodestack.com if the owner is leaving.
Common problems
"Invite was sent to … ; sign in as that account to accept"
The invite is bound to the address it was sent to. Your teammate is signed in as somebody else — often a personal account created earlier. They should sign out, sign in with the invited address, then reopen the link. If they use a different work address, revoke the invite and send a new one to that address.
"Already a member"
That address is already on the team. Look for them in the Members card and change their role there instead of re-inviting.
The invite expired
Links last 7 days. Revoke the stale one to release the seat, then send a fresh invite.
Everyone sees the same QR codes
That is expected. Roles decide what a person may do, not which codes they see — every member sees the organization's codes. Workspaces group people by brand, region or client, but they do not filter the QR code list today.
I want a record of who changed what
Member, invite and ownership events are all written to the audit log, with the actor, the time and the IP address.
Frequently asked questions
How many people can I add?
Business includes 5 seats in total, including the owner. Other plans have a single seat.
Does a pending invite use up a seat?
Yes. Seats count members plus every invite that has not been accepted, revoked or expired.
Do teammates need their own subscription?
No. They join your organization and are covered by your plan.
How long is an invite link valid?
7 days. After that the link stops working and you send a new one.
Can I transfer ownership of the account?
Not from the dashboard. Email support@qrcodestack.com and we will move it.
Related articles
What are workspaces, and when should I use them?
Workspaces split an organization into buckets — one per brand, region or client — each with its own roles. Business plan; only org admins can create them.
How do I use the audit log and SSO settings?
Settings → Audit log shows who did what, when and from which IP, for admins and owners. CSV export is on Business. Domain sign-in lives under Identity and SSO.
What are the plan limits, and what counts against them?
Starter allows 10 dynamic codes, Pro 50, Business 600, the free trial 5. Only active codes count — archiving one frees a slot immediately.
What are GoLinks and how do I use them?
GoLinks are internal shortcuts at qrcodestack.com/go/name that only signed-in members of your workspace can open. Create one by setting Link type to GoLink.
Still stuck?
Email support@qrcodestack.com with the email on your account and, if it is about one code, its name or short link. A person replies within one business day, usually sooner.