Inviting and Managing Team Members

Bringing on your first hire or growing a full roster starts the same way: an email invite. This covers how invites work, what happens once someone accepts, and how to manage people once they’re on your team.

Sending an invite

From Settings > Team, open Invite team member and fill in:

• Email (required) — where the invite link is sent.
• Name (optional) — used in the invite email and as the person’s initial display name.
• Role — Photographer, Assistant, or Admin. Photographer is the default. You choose the role at invite time; the invitee can’t pick their own.

The Owner role can’t be assigned through an invite, transferred, or reassigned — there’s no ownership-transfer feature. For what each role can do, see roles and permissions.

You can’t invite an email that’s already an active team member. If the email belongs to someone who was previously removed, or an imported roster entry with no active membership, you can invite it again — accepting reuses that same roster row, so past order and payout history stays attached to them. Only one active invite per email is allowed at a time; sending a new one to a pending address isn’t possible until it’s resent or revoked.

Invite links expire after 7 days.

Managing pending invites

The Pending Invitations list on the Team page shows each invite’s email, name, role, and send date. From there you can:

• Resend — issues a fresh link with a new 7-day expiry, sent to the same email.
• Revoke — permanently invalidates that invite link.

Accepting an invite

Whoever receives the invite link can accept it by signing in with an existing Spatiko account, creating a new account with email and password, or signing up with Google. Accepting the invite is enough on its own — the person doesn’t need separate approval to join.

Once accepted, they get access to your workspace with the role you assigned. A confirmation email goes to the invited address whenever an invite is accepted — usually including the approximate sign-in location of whoever accepted it — so if someone else used the link, the real inbox owner is alerted.

Roster status

Each team member’s roster entry has a status — Active, Inactive, or Invite Pending — and can also be Locked or Removed. The Team page lets you filter by all four. Locked members are set automatically when a plan change pushes your team over your seat limit; unlocking them back into active use is something you do manually. See pricing for plan seat limits.

Two different actions can take someone off active duty, and they’re not the same:

• Make inactive removes their access immediately and takes them out of scheduling and assignment, but keeps their roster entry, past orders, and payout history fully intact. You can re-invite them later to restore access.
• Remove fully archives them: it clears their payout setup, travel and auto-assign settings, and any pending booking holds, while still preserving their identity and historical orders and payouts. A removed member can be restored later, coming back as an inactive, no-access entry that you’ll need to reconfigure.

Neither action can be used on yourself or on the Owner.

For how payouts are configured per team member, see photographer payouts. For an overview of roles and team structure, see team and roles.