Invite team members to a project

The Invite Team Members feature lets a Project Owner add collaborators to any active project in CorZen. Each invitee receives an email with a one-click Accept Invitation link and must have a Free Forever account or higher to join. Anyone can be invited. If they do not yet have a CorZen account, they will be prompted to create a Free Forever account when accepting the invitation link. Once they accept, their tasks can be auto-assigned by CorZen or distributed manually, and their permissions can be fine-tuned from the Manage Team panel at any time.

Before you start

Check the following before sending invitations:

• Plan collaborator limit: Team plans support up to 5 collaborators per project; Business plans support up to 20. The current count is shown at the top of the Manage Team panel (e.g. “2 / 5 collaborators used”).
• Project Owner role: Only the Project Owner can send invitations. If you do not see the Manage Team button, you are not the Project Owner. If you believe you should be the Project Owner, ask the current Project Owner to assign the role to you.
• Invitee account requirement: The person you are inviting must have a CorZen Free Forever account or higher. The invitation email includes a sign-in link.
• Pending Access list: Team members who were added during project creation but have not yet been formally invited appear in a Pending Access section at the bottom of the Manage Team panel. You can invite them individually from there using the Click to Invite button.

Roles and permissions

When inviting a collaborator, you assign them one of two project roles. The role sets their default permissions, which you can adjust individually after they join.

Project role

Select the project role from the Role dropdown in the Invite Collaborator panel:

Role	Access Level	Typical Use Case
Editor	Can edit project and tasks	Core team members who actively work on deliverables
Viewer	View-only access	Stakeholders, clients, or executives who need visibility but not edit rights. Some companies assign external Contractors view-only access to prevent them from actively editing the project. Their tasks are updated during sprint check-in meetings.

Granular permissions

After a collaborator joins, their individual permissions are shown as toggles in the Manage Team panel. The defaults for each role are:

Permission	Editor Default	Viewer Default
Can edit project	On	Off
Can delete tasks	Off	Off
Can add tasks	On	Off
Can reassign tasks	On	Off

Functional role

In addition to the project role, you must select a Functional Role for each invitee. This tells CorZen what this person will primarily focus on, and is used to route auto-assigned tasks appropriately.

Functional Role	Functional Role (continued)
Content	Legal
Customer Support	Marketing
Data / Analytics	Operations
Design	Product
DevOps / Infrastructure	Product Manager
Engineering	Project Management
Finance	Sales
Founder/CEO
HR / People

Task assignment behavior on joining

When they join, indicate how CorZen should handle existing tasks. If the new team member was invited from the ‘Click to Invite’ list of people who were identified during project creation, they likely already have tasks assigned to them.

When They Join, CorZen Should…	What This Means
Rebalance existing tasks	Reassign some existing tasks to this person based on their role. Recommended for most new team members. Tasks selected for re-assignment will be chosen from job functions typically performed by that person and from other team members with a heavier task load than the time allocated to the project. You can always re-assign individual tasks to meet the needs and skills of your team.
Create new tasks	Generate new tasks that leverage this person’s expertise. Useful when adding a specialist to fill a gap. Only tasks that are critical will be added; ‘busy work’ will not be added to the plan.
Do nothing	I’ll assign tasks manually later. Choose this if you want full control over task distribution or if the new team member is helping out in a niche capacity.

Step-by-step: Invite a single collaborator

A complete view of the process to invite collaborators is shown in the following demo video. Project Owner is the only role that can invite or remove collaborators from a project.

Step 1: Open the manage team panel

From the Dashboard, click Projects in the left navigation sidebar, then open the project you want to add a team member to. On the project page, click Manage Team near the top of the content area. The Manage Team panel slides open, showing your current collaborators, any Pending Access members, and your collaborator limit.

Step 2: Open the invite collaborator panel

Scroll to the bottom of the Manage Team panel and click the Invite Collaborator button. The panel title says “Invite Collaborator” with the subtitle “Invite someone to collaborate on [Project Name].”

Alternatively: if a person is listed in the Pending Access section, click the Click to Invite button next to their name. This opens the same Invite Collaborator modal with their information pre-populated.

Step 3: Select the invite mode

The panel has two tabs at the top:

• Single (envelope icon) — invite one person at a time. This tab is active by default.
• Bulk (up to 10) (group icon) — invite up to ten people at once. Use this tab for larger onboarding sessions for projects managed by a Project Owner with a Business subscription.

For a single invitation, leave the Single tab selected.

Step 4: Enter the email address

Click the Email Address field (placeholder text: colleague@example.com) and type the invitee’s email address. CorZen may suggest a matching address from your contacts as a dropdown — click the suggestion to auto-fill if it is correct.

Step 5: Select the role

Click the Role dropdown (default: Viewer…) and choose the appropriate role:

• Editor: Can edit project and tasks
• Viewer: View-only access

Step 6: Select the functional role

Click the Functional Role dropdown (placeholder: “Select their role on the team…”) and choose the role that best describes what this person will focus on. The helper text reads: “What this person will primarily focus on.” See the Functional Role table above for the full list of options.

Step 7: Set weekly hours

Enter the number of hours per week this person will contribute in the Weekly Hours field. The valid range is 1 to 80. The default value is 10. The helper text reads: “How many hours per week they’ll contribute (1-80).”

Step 8: Choose the join behavior

Under “When they join, CorZen should…” select one of the three radio options. “Rebalance existing tasks” is pre-selected. See the Task Assignment Behaviour table above for a description of each option.

Step 9: Review the note and send

Before sending, review the blue Note callout at the bottom of the modal. It confirms:

• Invitation email will be sent automatically
• Invitation expires in 7 days
• User must have a Free Forever account or higher to join the project. They can create an account when they accept the invitation.
• You can configure detailed permissions after they join

Optionally, click Preview Email to see the invitation email before it is sent. When ready, click Send Invitation. The panel closes and the collaborator count in the Manage Team panel updates immediately.

What the invitee sees

The invitation email

The invitee receives an email from CorZen <core@corzenhub.com> with the subject line:

“[Sender Name] invited you to collaborate on [Project Name]”

The email body contains:

• Greeting: “Hi there,”
• Message: “[Sender Name] has invited you to join [Project Name] as a [Role].”
• Call to action: “Click the button below to accept the invitation and start collaborating:”
• Accept Invitation button (blue button, centred in the email)
• Fallback link: “Or copy and paste this link into your browser:” followed by the full invitation URL (e.g. https://app.corzenhub.com/invitation/accept?id=…)

Accepting the invitation

When the invitee clicks Accept Invitation, their browser opens to the CorZen app. The screen displays “Processing your invitation…” while CorZen validates the link. The invitee is then prompted to sign in with their CorZen credentials (Username and Password fields, Log In button). After signing in, the button shows “Checking…” while authentication completes.

If the invitee does not yet have a CorZen account at the time of accepting the project invitation, they will be directed to create a Free Forever account. If you want the invitee to have Edit access to your project, they will need to upgrade their account to a Team or Business account.

Once signed in, CorZen redirects to the project view. A banner at the top of the project page confirms the successful join:

• “Welcome to the project [Name]!” — green success banner
• “Workload balanced on [Date].” — confirms CorZen has distributed tasks

The new collaborator can now see and interact with the project according to their assigned role and permissions.

After a collaborator joins

Return to the Manage Team panel at any time to review and adjust your team. Each active collaborator card shows:

• Name and email address
• Functional role and weekly hours
• Plan role label (e.g. “Plan role: Legal”)
• Role dropdown: switch between Editor and Viewer at any time
• Delete button (trash icon): removes the collaborator from the project but does not delete their account
• Four permission toggles: Can edit project, Can delete tasks, Can add tasks, Can reassign tasks

FAQs