Inviting Members

Projects are private by default. The only way onto a project is an invitation from an Owner.

Who Can Invite

Owners only. Editors and Viewers can see the member list, but the Invite Member button is Owner-only, as are changing roles and removing members. See Roles & Capabilities for the full capability matrix.

Sending an Invite

From inside the project, open the Overview page. The Members card has an Invite a collaborator form at the bottom. Enter:

• Email address: the person you are inviting.
• Role: Owner, Editor, or Viewer. Default is Editor.

Click send and Term Tracker fires off a token-based invite email. The token is a UUID written to the invitations table, scoped to the project and the role you picked.

Owners can also manage existing members and pending invites from Settings → Members.

What the Invitee Sees

The flow branches based on whether the invitee already has a Term Tracker account. Term Tracker detects this automatically; you do not have to know in advance.

New user: no Term Tracker account yet

The invite email links to /signup?token=.... The signup form pre-populates from the invite token, so they don't retype the email.

Once they complete signup and verify their email, the invite is auto-accepted and they land directly in the project. No second "click this link to join" step: it is one flow from invite to workspace.

Existing user: already has an account

The invite email links to login. After they sign in, the new project appears in their Projects list with the role you picked.

If they're already signed in when they click the link, they're dropped straight into the project.

Token Expiry

Invite tokens expire after 7 days. If the invitee sits on the email too long, the token will not work anymore. The pending invite is still visible in the member list until the Owner rescinds it.

TIP

Resend re-sends the same invite email with the original link. It does not reset the 7-day clock or change the token. To extend an expired invite, rescind it and send a new one.

The Member List

The Overview Members card shows everyone with access to the project at a glance:

• Active members render as a compact horizontal avatar stack (up to 5, with +N more if the project has more than 5). Hover any avatar to see the person's name and role.
• Manage members link (Owners only) routes to the full management surface at Settings → Members.
• Pending invitees render below the avatar stack with their email, the date invited, the date the link expires, and a yellow Pending badge.

Actions on Pending Invitees

Owners see two actions on each pending row, on both Overview and Settings → Members:

• Resend: re-fires the same invite email. Useful when the recipient says they didn't receive it. Does not change the link or extend the expiry.
• Rescind: deletes the invitation. The link in the recipient's email returns "invitation not found" if they later click it. Use this for typos, wrong addresses, or invites you no longer want active.

Editors and Viewers can see pending rows on Overview but not the action buttons.

System-Wide View

Admins can see every pending invitation across all projects from one place: open the Admin page and select the Pending Invites tab.

The table shows each pending invite's email, project, role, who sent it, when it was sent, and when it expires. Each row has Resend and Rescind actions. Admin Resend works even when the admin is not a member of the project the invite is scoped to.

Invitations sent from the external admin panel (admin.stixum.com) show Panel admin in the "Invited by" column instead of a user email.

Changing or Removing a Member

Both are Owner-only. Owners manage active members from Settings → Members.

Change role: pick a different role from the dropdown next to the member's name. Viewer to Editor when someone starts doing review work. Editor to Owner to add a co-lead. Changes save inline; the member's next request uses the new capability set.

Remove: click the Remove button next to the member. A confirmation dialog opens. Removal revokes all access immediately. Past contributions (overrides they made, files they uploaded) stay in the project. Removal cuts access, not history.

Last-Owner Protection

Term Tracker enforces a rule: a project cannot have zero Owners. The role dropdown and Remove button are visibly disabled on the project's only Owner with the tooltip "Promote another member to owner first." The same rule applies in the admin panel: an admin attempting to demote or remove the last Owner gets a 409 error.

To transfer ownership to a different person, promote them to Owner first, then change the original Owner to Editor or remove them.

Own-Row Protection

Owners cannot change their own role or remove themselves. The controls are disabled on your own row with the tooltips "You can't change your own role" and "You can't remove yourself." This prevents accidental self-lockout. To leave a project you own, ask another Owner to demote you or remove you.

WARNING

Removing a member is immediate. They will lose access on their next page load. If you want a soft option, demoting to Viewer keeps them in the project as read-only.

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→ For more detail, see Roles & Capabilities.