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How to Invite Team Members
How to Invite Team Members

Share your amazing work with others in your company.

Updated over a week ago

To share your work, you need to invite your team members to the Guideline, the Library, or the Project you are working on. With the invite, they will get an email invitation and access to the given project.

Users must be invited from within Guidelines, Projects, or Libraries. That means you cannot add a user to the entire Frontify environment just with one single invite - you must add your team members to each Guideline, Project, or Library that you want to share with them.

Invite a user to Guideline, Project, or Library

  1. Login to Frontify & open your Guideline, Project, or Library

  2. Click on the "Team" people icon on the left-hand side of the Power Bar

  3. Enter the email of your team members & choose their role:

    1. Viewer - can only view the content

    2. Translator - can only translate text and images

    3. Editor - can edit the content and invite other editors/viewers

    4. Owner - can edit & delete the complete Guideline and invite other Owners/Editors/Viewers

  4. Click invite

Temporary access

The temporary access functionality allows users to have closer control over their projects, guidelines, and library assets, limiting team members' access in a specific time window. Once the time runs out, the user won't have access.

This functionality aims to secure the brand assets you are working on and sharing. For example, you can manage external collaborators in limited-time projects, clients who want to have a look at your guidelines, or design agencies using your libraries' assets. By limiting access to users, you can be sure that they cannot access it after the project is over.

You can set temporary access on individual users, groups, guidelines, libraries, and projects. Click on the Team icon in the Power Bar from the section where you want to limit access.

Temporary access to individual users

You can invite a user to the list by adding the user's email address to the top section of the Team panel. Here, you can add the user's role and include temporary access if needed. Add the start and end date you'd like this person to access.

Temporary access to groups

In the same way, head to the Team icon in the Power Bar and select the Group tab. There you'll find the list of groups previously created. Tick the box of the group you want to add for the temporary access, and just like for the individual option, add their role and the start and end date.

The groups invited will then appear at the bottom of the panel.

Temporary access overview

It's essential to keep track of the users with temporary access, especially in larger companies. It'll help owners or creators get these users' overviews and take the necessary measures to extend (or shorten) the access.

For this reason, we've added extensive information on temporary invites in several locations of the user management overview and the team management pages of your guidelines, projects, and libraries.

Creators and owners of projects, guidelines, or libraries will get an email notification when temporary accesses are about to expire. Our support team can set up who will receive notifications and when.

Sending User or Group Invites Without Email Notifications

As an owner, there are many cases where you need to invite users to a project, guideline, or library, but you don't want this trigger an email notification. Editors, account admins, and project owners can turn email notifications off.

Invite Individual Users Without Email Notification

Account admins can send invitations through the User Management window and deselect the 'no notification' toggle. This is available only for enterprise customers.

Click on the Invite Users option on the right-hand side of the User Management page. You can add the new users' emails and add them to a specific group.

The 'Send email notification' is activated by default. To deactivate it, you just need to toggle it back.

Invite Groups Without an Email Notifications for Guidelines, Projects, and Library

For user groups, you can deactivate the email notification on the "Invite project members" window. On the Team icon in the Power Bar, select the Group tab and toggle back the email notifications to deactivate them.

User Management and Invitations for Enterprise Plans

  1. Individual users can invite their teammates following the same process described above.

  2. You can also invite users from the Usage Overview page (/usage) of Frontify, but this will only add them to the user list, and for this reason, it will not grant access to any Guideline, Projects, or Libraries. To do that, you must add users from the Guideline, Project, or Library, or you can link them to a User Group that already has access.

  3. Enterprise plans offer multiple options to manage invitations. Via Single Sign-On (SSO) (Single Sign-On), Request Access, and the Business Groups mentioned above. To get more detailed information, take a look at User Access Management.

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