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Inviting Team Members

Inviting new team members is one of the most important administrator functions. Here you’ll learn how to efficiently and securely add new users to your Fördermittelkompass account and manage their permissions.

Inviting New Team Members

Invitation Process

To invite new team members:

  1. Click "Invite User": In the user management section
  2. Enter personal details: First name, last name, and email address
  3. Select role: Administrator or Editor
  4. Send invitation: The system automatically sends an email
  5. Wait for confirmation: The invited user receives all necessary information

Required Information

For a successful invitation, you need:

  • First name: For a personal greeting in the invitation
  • Last name: For full identification
  • Email address: Valid email for the invitation and future login
  • Role: Permission level of the new team member

Roles and Permissions

Editor

Basic work permissions for team members:

What editors can do:

  • Search for funding programs: Full access to all matching features
  • Manage favorites: Mark and rate programs as favorites
  • Edit projects: Create new projects and edit existing ones
  • Manage applications: Prepare and edit funding applications
  • Use AI features: Access all AI-powered features

What editors cannot do:

  • Invite new users
  • Change account information
  • View billing information
  • Manage other users
  • Access administrator areas

Administrator

Full access to all features:

Additional administrator rights:

  • User management: Invite, edit, and remove team members
  • Account management: Change organization data and settings
  • Billing: View subscription and payment information
  • Security settings: Access advanced security features
  • System configuration: Manage notifications and preferences

Changing Roles

Administrators can change roles at any time:

  • Increase permissions: Editor to administrator
  • Reduce permissions: Administrator to editor
  • Protection: The last administrator cannot be downgraded

Invitation Email

Automatic Sending

The system automatically sends a personalized invitation email with:

  • Personal greeting: Addressed by the invitee’s name
  • Organization information: Name and description of your account
  • Invitation link: Direct link to create an account
  • Instructions: Step-by-step guide for registration
  • Validity period: Information about the invitation’s expiration

Invitation Content

The email contains all important information:

Hello [First name],

You have been invited to use the Reflecta Fördermittelkompass!

[Organization name] would like to add you as a team member.
With this tool, you can collaboratively find suitable funding programs
for your projects.

[Accept invitation button]

This invitation is valid until [Date].

Managing Invitation Status

Status Overview

In user management, you can see the current status of all invitations:

Active users

  • Green status: Email confirmed and active
  • Last login: When the user last logged in
  • Role: Current permission level

Pending invitations

  • Yellow status: Invitation sent, not yet accepted
  • Sent date: When the invitation was sent
  • Invited by: Which administrator sent the invitation

Resending Invitations

If an invitation was not received:

  1. Find the user in the list: Status "Invitation pending"
  2. Click "Resend": Next to the respective user
  3. Confirmation: A new email is sent automatically
  4. Check spam folder: Inform the invited user

Subscription Limits

Checking User Limits

Each plan has a maximum number of users:

  • Basic Plan: Up to 3 users
  • Pro Plan: Up to 10 users
  • Enterprise Plan: Unlimited users

Limit Warning

The system informs you about your current limit:

  • Current usage: "Users: 3/10" in the header
  • Full usage warning: Notification when inviting new users
  • Upgrade option: Direct link to plan selection

Preventing Overages

  • Automatic blocking: No invitations possible above the limit
  • Upgrade recommendation: System suggests a suitable plan
  • Existing users: Remain active even after a downgrade

Common Issues

Invitation Not Received

Possible causes and solutions:

  • Spam folder: Ask the invitee to check their spam folder
  • Incorrect email: Verify the email address in the invitation
  • Firewall/filter: Contact the recipient’s IT administrator
  • Resend invitation: Resend the invitation via the system

Registration Fails

Common problems:

  • Expired invitation: Send a new invitation
  • Email already registered: User may already be in the system
  • Technical issues: Contact support

Wrong Role Assigned

Correction:

  • Change role afterwards: Possible in user management
  • New invitation: For major errors, remove the user and invite again

Legal Aspects

Data Protection for Invitations

  • Obtain consent: Get the user’s approval before inviting
  • Purpose limitation: Use the email address only for the invitation
  • Data minimization: Collect only necessary data

GDPR Compliance

  • Lawful processing: Invitation is based on legitimate interest
  • Duty to inform: Inform invitees about data processing
  • Right of withdrawal: Invitation can be withdrawn at any time

💡 Invitation Tip: Prepare your team before inviting them, explain the benefits of the Fördermittelkompass, and be available for the first steps. Thoughtful role assignment and clear communication lead to more efficient teamwork when searching for funding opportunities.

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