Invite a user and choose their role

Use this article when a new team member needs access to the back office . You send an invitation, the invitee accepts it through an emailed link, and their user account becomes active with the role you selected.

User invitation form with role selection — Enter the colleague's details and select only the role needed for their work.

Before you start

You need back-office access with permission to manage users.
Have the invitee's name and email address ready. An email address that already belongs to a user in your account cannot be invited again.
Decide which role the person needs. Give staff the least access that still covers their daily work.

Choose the role

The invitation form offers the account's back-office roles:

Role	Use it for
Owner	Account admins who manage settings, payment configuration, users, and roles.
Employee	Staff who handle daily operations such as orders, customers, attendees, and events.

On accounts where Roles and permissions appears in the Admin group, the invitation form shows your account's own role names instead. Each role there defines permissions per area with View, Create, Edit, and Archive actions; enabling Create or Edit also enables View for that area.

Resource staff such as guides or instructors get access through the resource workflow instead of this form. See Resource user workflow.

Steps

In the back office, open Admin > Users.
Select Invite.
On Create invitation, enter the invitee's Name and Email.
Select the Role.
Select Send invitation.

ToucanTix emails the invitation link to the invitee immediately. The invitation appears in the users list until it is accepted; once the invitee accepts and sets up their login, the entry becomes a normal user.

Resend or replace an invitation

Open Admin > Users and select the pending invitation from the list.
Check the status: Invitation pending or Invitation expired.
For a pending invitation, select Resend invitation link to email the link again. You can also copy the Invitation link shown on this page and share it directly with the invitee.
For an expired invitation, select Delete, then send a new invitation from Invite.

Change a role later

Open the user from Admin > Users. Use the role control next to the user's current role to select a different role. The same page also offers Trigger password reset if the user is locked out, and Delete to remove the user from your account.

Expected result

The invitee receives an invitation email, accepts the link, and appears in Admin > Users as an active user with the selected role. Until then, the users list shows the pending invitation.

Troubleshooting

Problem	What to check
The invitee did not receive the email	The email address on the invitation, the invitee's spam folder; resend the link or copy the Invitation link.
The invitation cannot be created	Whether a user with that email already exists in your account.
The link no longer works	The Invitation expires on date; delete the expired invitation and create a new one.
The new user cannot see a page they need	The user's role; on accounts with Roles and permissions, review the role's permissions per area.