Team Management

Linkzly is built for teams. Invite colleagues, assign them the right level of access, and collaborate on links, domains, analytics, and more — all within a shared organization workspace.

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Navigation

The Teams page is found in the Management section of the left sidebar, identified by the Users icon and labeled Teams. Clicking it takes you to /dashboard/teams.

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Page Overview

Page title: Team Management Subtitle: Manage your organization members, roles, and permissions

The page is divided into three tabs:

Tab	Icon	Purpose
Members	Users	View and manage current organization members
Invitations	Mail	Track and manage sent invitations
Roles & Permissions	Shield	Create and configure roles and their permission sets

Each tab is independently permission-gated. If your role does not include the required permission, you will see an access-restricted message instead of the tab content:

• Members tab requires team.view
• Invitations tab requires team.invite
• Roles & Permissions tab requires team.manage_permissions

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12.1 Inviting Team Members

The Invite Member button (UserPlus icon) appears in the top-right area of the page header. It is disabled when your organization has reached its plan's team member limit.

How to invite a team member

1. Go to Teams in the left sidebar under Management.
2. Click Invite Member.
3. Fill in the invitation form:

Field	Required	Description
Email Address	Yes	The email address of the person you want to invite (e.g., colleague@example.com)
Role	Yes	The role the invitee will be assigned on joining — selected from your organization's available roles
Message	No	An optional personal note included in the invitation email

4. Click Send Invitation.

What happens after you send an invitation

• Linkzly sends an invitation email to the address you entered.
• The email contains a unique link for the recipient to accept or reject the invitation.
• Invitation links do not require the recipient to be logged in — acceptance and rejection are token-based.
• If the recipient does not already have a Linkzly account, they will be prompted to create one. Their email is automatically verified upon acceptance.
• Invitations expire after 7 days. If the link is not used within that window, the invitation status changes to Expired.
• Pending invitations count toward your organization's team member limit alongside active members.

Note: You can monitor all sent invitations in the Invitations tab.

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12.2 Members Tab

The Members tab shows everyone who has accepted an invitation and joined your organization.

Members table

Column	Description
Name	The member's display name. The organization owner is shown with a Crown icon (gold) next to their name.
Email	The member's email address
Role	A colored role badge showing the member's current assigned role
Status	active (primary badge) or inactive (secondary badge)
Joined	The date they accepted the invitation and joined the organization, formatted as "MMM d, yyyy"
Actions	Three-dot menu with role and removal options

Changing a member's role

1. In the Actions column for the member, click the three-dot (⋮) menu.
2. Select Change Role — this option is disabled for the Owner.
3. The Change Member Role dialog opens:
   • Title: Change Member Role
   • Description: "Update the role for [Member Name or Email]"
   • Field: New Role — a dropdown listing all available roles, excluding the Owner role. System roles are marked with a System badge.
4. Select the new role and click Update Role.

Note: You can only assign roles at a lower hierarchy level than your own. For example, a user with the Admin role can assign Member or Viewer, but not another Admin.

Removing a member

1. In the Actions column, click the three-dot (⋮) menu.

2. Select Remove Member — this option is disabled for the Owner and also disabled if you do not have the team.remove permission.

3. A confirmation dialog appears:

   "Are you sure you want to remove [Member Name or Email] from the organization? This action cannot be undone."

4. Click Remove Member (destructive) to confirm.

Removing a member is a soft-delete: the member record is deactivated (isActive = false) with a timestamp and reason recorded for audit purposes. Their data and activity history within the organization are preserved. There is currently no endpoint to reactivate a deactivated member.

Note: The last owner of an organization cannot be removed. An error will prevent this action.

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12.3 Invitations Tab

The Invitations tab shows all invitations that have been sent for your organization, including historical invitations.

Invitations table

Column	Description
Email	The email address the invitation was sent to
Role	The role assigned at the time the invitation was sent
Status	The current state of the invitation (see statuses below)
Invited By	The name of the team member who sent the invitation
Expires	The date after which the invitation link is no longer valid
Actions	Three-dot menu (available only for pending invitations)

Invitation statuses

Status	Badge color	What it means
Pending	Gray	Sent and awaiting a response from the recipient
Accepted	Blue	The recipient accepted and joined the organization
Cancelled	Red	A team admin cancelled the invitation before it was accepted
Expired	Red	The invitation was not accepted within 7 days
Rejected	Red	The recipient explicitly declined the invitation

Filtering invitations

Use the status filter dropdown above the table to narrow down the list:

All | Pending | Accepted | Cancelled | Expired | Rejected

Actions on pending invitations

The three-dot (⋮) menu in the Actions column is only available when an invitation has Pending status:

Action	Icon	Description
Resend Invitation	RefreshCw	Sends a new invitation email to the same address, resetting the 7-day expiry timer
Cancel Invitation	X (destructive)	Cancels the invitation; the original link can no longer be used to join

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12.4 Roles & Permissions Tab

The Roles & Permissions tab is where you view, create, and manage the roles available in your organization.

Roles Management overview

The section is titled Roles Management and displays all roles as cards. Each card shows:

• Role icon and name
• System badge if it is a system (built-in) role
• Role description
• Member count badge
• Summary of permissions (e.g., "12 permissions across 5 categories")
• Preview of the top 3 permissions

Hovering over a role card reveals an action dropdown:

• Edit Role — available for all roles, but name, icon, and color fields are disabled for system roles
• Delete Role — only available for custom roles with no members currently assigned

System roles vs. custom roles

Type	Description
System roles	Built-in roles provided by Linkzly. Marked with a System badge. Name, icon, and color cannot be modified. Permissions may be editable depending on the role. Cannot be deleted.
Custom roles	Created by your organization. Fully editable and deletable, provided no members are currently assigned to the role.

Creating a custom role

1. Click Create Role (UserPlus icon).
2. The role editor dialog opens with the title Create New Role.
3. Complete the Details tab:

Field	Required	Description
Role Name	Yes	A short, descriptive name (e.g., "Marketing Manager")
Description	No	Up to 500 characters describing the role's purpose
Icon	No	Choose from: crown, shield, user, eye, star, key, lock, settings, briefcase, users
Color	No	Select a color using the color swatch picker

A live preview updates as you fill in the details.

4. Switch to the Permissions tab and configure what this role can do.
5. Click Create Role to save.

Editing a role

1. Hover over a role card and click Edit Role from the dropdown.
2. The dialog opens with the title Edit Role, pre-filled with existing values.
3. System roles have the Name, Icon, and Color fields disabled.
4. Click Update Role to save changes.

Permissions

The Permissions tab in the role editor presents a checkbox matrix organized by resource category. Each category contains the specific actions that can be toggled for that role.

Available resource categories (15 total):

Category	Description
analytics	View and export analytics data
links	Create, read, update, delete, and archive short links
domains	Manage custom domains
qr_codes	Create and manage QR codes
integrations	Connect and manage integrations
billing	View and manage billing and subscription
users	Manage user accounts
api_keys	Create and manage API keys
organization	Manage organization settings
webhooks	Create and manage webhooks
team	Invite, remove, and manage team members and roles
app_distribution	Manage app distribution features
smart_apps	Manage smart app settings
smart_links	Manage smart link features
settings	View and update organization settings

Role hierarchy

Each role has a hierarchy level (0–99). This controls what actions members with that role can take relative to others:

• You can only create or assign roles with a hierarchy level lower than your own.
• You cannot change the role of, or remove, members whose role has an equal or higher hierarchy level than yours.

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12.5 Team Member Limits

Each Linkzly subscription plan includes a maximum number of team members. The limit applies to the combined count of active members and pending invitations.

Plan	Maximum team members
Free	5
Starter	10
Professional	25
Enterprise	Unlimited

What happens when you reach the limit

• The Invite Member button is disabled automatically.
• A tooltip appears on hover, explaining that the plan limit has been reached.
• To add more members, upgrade to a higher-tier plan. See Section 14: Billing & Plans for details.

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12.6 Ownership Transfer

There is no single-step ownership transfer. To transfer ownership of an organization:

1. The current owner grants the Owner role to another member using the Change Role action.
2. The original owner then removes themselves from the organization (or has their role changed to a non-owner role).

Important: The system prevents removing the last owner of an organization. You must ensure another owner exists before removing yourself.

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Tips

Tip: Invitation links are token-based and do not require the recipient to be logged in to accept or reject. Accepting an invitation also automatically verifies the recipient's email address.

Tip: Removing a member is a soft-delete — their activity history and audit trail are preserved. There is currently no self-service way to reactivate a deactivated member.

Tip: Custom roles with members currently assigned cannot be deleted. Reassign all members to another role first, then delete the custom role.

Tip: Pending invitations count against your team member seat limit. Cancel any unnecessary pending invitations if you are approaching your plan limit.

Tip: The Roles & Permissions tab is only accessible to members with the team.manage_permissions permission. If you do not see this tab, contact your organization owner.

Tip: SCIM provisioning and SSO (SAML) are not currently supported. All member onboarding is done through email invitations.