Signify Teams helps organizations manage employees, invitations, and available seats from one place. The Members page lets you invite people to your organization, monitor invitation status, update member details, and manage access as your team changes.
Managing a team's digital identity requires a centralized hub where administrators can ensure brand consistency, control access, and monitor costs. This comprehensive guide explains how to invite team members, what happens when someone accepts an invitation, how seats are counted, and how to manage active, inactive, and pending memberships.
The steps below follow the current Members page and the options available in your organization dashboard.
Open the Manage Members page
Sign in to your Signify account and open your organization dashboard. Navigate to Manage Members to access the member directory and invitation controls.
From this page you can send invitations, review pending invitations, check seat availability, search for members, manage membership status, and export the member list. This central hub is designed to give administrators full visibility and control over who has access to the company's digital business card infrastructure.
Invite a new team member
Inviting someone starts the process of adding them to your organization. An invitation does not immediately create an active membership or charge your account for a new seat. The person becomes an active team member only after accepting the invitation.
- Open Manage Members from the organization dashboard.
- Enter the email address of the person you want to invite. Ensure there are no typos, as the invitation will be sent to this exact address.
- Select Send invitation.
- Signify sends an invitation email containing your organization's name and an Accept Invitation link.
- The recipient opens the email and accepts the invitation to join your organization.
Invitations use the Member role by default, which grants access to create and manage their personal digital business card within the organization's template. You can review and manage team membership from the Members page.
What happens when someone accepts an invitation?
The joining process depends on whether the invited person already has an existing Signify account.
If they already have a Signify account
The invitee should accept the invitation using the same email address to which the invitation was sent. After accepting, they become an active member of your organization and receive a team welcome email. If they are already logged in to a different Signify account, they will be prompted to log in with the invited email address.
If they are new to Signify
The invitee accepts the invitation to join the team. Signify automatically creates their account and signs them in. They receive a separate email containing their login email and a generated password, as well as the team welcome email.
For security reasons, the new user should change the generated password immediately after their first login. You can direct them to the profile settings to update their credentials.
Resend or revoke pending invitations
A person who has been invited but has not accepted will appear as a pending invitation. You can manage the invitation from the Members page while it is pending.
Resend an invitation
If someone has not received the email or their invitation link is no longer valid (after 7 days), use the Resend action. Signify creates a fresh invitation link with a new seven-day expiry period. This is useful if the initial email landed in a spam folder or was accidentally deleted.
Revoke an invitation
Use the Revoke action when the invitation should be cancelled, for example if the person no longer needs access, the project has ended, or the invitation was sent to the wrong email address. Revoking immediately cancels that invitation and frees up the reserved seat.
Understand member status and seat usage
The Members page summarizes your organization's membership and seat usage. Understanding these statuses helps you manage invitations without exceeding your available capacity.
| Status | Meaning | Seat Usage |
|---|---|---|
| Active | The person accepted their invitation and currently has an active membership. | Counts toward seats used. |
| Inactive | The membership remains in the directory but is marked inactive. Access is suspended. | Does NOT count toward seats used. |
| Pending | The invitation has not been accepted. The recipient is not yet a team member. | Reserves a seat until expired or revoked. |
How are seats used calculated?
Signify calculates seats used as the number of active members plus the number of unexpired pending invitations. Inactive memberships are excluded from this total. This ensures you only pay for the seats you are actively using or have reserved for pending users.
The page also summarizes total members, seats used, available seats, and pending invitations. Review these figures before sending additional invitations.
Search and filter the member directory
As your organization grows, use the directory's search and filtering options to locate the right person or review a particular group of memberships.
- Search by name or email: Quickly find a particular person in your organization's directory.
- Filter by role: Narrow the directory by the member's assigned role (e.g., Admin vs. Member).
- Filter by status: Review active or inactive memberships and pending invitations.
- Export the directory: Export the member list as a CSV file for your organization's records, compliance, or further analysis.
Manage individual team members
The Members page also provides actions for managing an individual membership. The main options are deactivate, reactivate, edit, and remove.
| Action | What it Does | When to Use It |
|---|---|---|
| Deactivate | Suspends access. The membership remains in the directory as inactive and does not count toward seat usage. | When an employee goes on leave, changes roles temporarily, or needs access revoked without deleting their profile. |
| Reactivate | Restores an inactive membership to active status. | When the employee returns from leave or requires access again. |
| Edit | Updates the member's Signify account name and email address. | When there is a typo, a name change, or an email update. Note: this changes their account details, not just a team label. |
| Remove | Ends their organization membership entirely. The Signify account remains active, but they are no longer part of the team. | When an employee leaves the company or the project permanently. |
Manage multiple members at once
When several memberships need updating, use the checkboxes in the directory to select multiple non-owner members and apply the available bulk actions.
Depending on what you need to do, bulk actions let you deactivate, reactivate, or remove selected members. This is incredibly useful during organizational restructuring or when offboarding a large group of temporary contractors at the end of a project.
Review your selection carefully before applying an action, especially when removing multiple memberships. The organization owner is always excluded from these bulk actions to maintain security.
Tips for managing your team efficiently
A few habits help keep your organization's directory accurate and your seats under control as the team evolves.
- Invite the correct email address: Always double-check the email address before sending. Existing users must accept with the exact email the invitation was sent to.
- Follow up on pending invitations: Review pending invitations weekly. If an invitation is nearing its 7-day expiry, you can resend it to give the user more time.
- Monitor available seats: Active members and unexpired pending invitations both use seats. Check availability before inviting new people, or upgrade your seats if you are nearing capacity.
- Deactivate instead of removing when appropriate: Deactivation preserves the membership in the directory, retains their analytics data, and can be reversed easily.
- Export the directory when needed: Use the CSV export to maintain an external record of your member list for HR or compliance purposes.
For the broader setup workflow, see the Signify Teams overview and the Signify plans and pricing pages.
Frequently asked questions
Does sending an invitation immediately add someone to the team?
No. Sending an invitation creates a pending invitation. The recipient becomes an active team member only after accepting it.
How long is a Signify Teams invitation valid?
An invitation expires after seven days. Resending a pending invitation creates a fresh link with a new seven-day expiry.
Do pending invitations use seats?
Yes. Each unexpired pending invitation reserves a seat. Seats used includes active members plus pending invitations. Inactive memberships are not counted.
What happens when I revoke an invitation?
Revoking cancels the pending invitation. The recipient cannot use that cancelled invitation to join the team; a new invitation is required if you still want them to join.
What is the difference between deactivating and removing a member?
Deactivation is reversible and leaves the membership in the directory as inactive, saving the seat cost. Removal ends the organization membership but does not delete the person's Signify account. The person must receive a new invitation to rejoin.
Can I edit a member's email address?
Yes. The Edit action updates the member's Signify account name and email address. These are account-level details, not just a team-specific display name.
Can I remove or deactivate the organization owner?
No. The organization owner is protected and cannot be deactivated or removed from the Members page.
Can I manage multiple members at once?
Yes. Select multiple eligible non-owner members using the directory checkboxes and apply the available bulk actions to deactivate, reactivate, or remove them.
Can I export the member list?
Yes. The Members page supports exporting the member directory as a CSV file for external reporting.
Where can I learn more about Signify?
Visit Signify.ink to explore digital business cards, smart QR codes, NFC cards, Signify Teams, and other Signify solutions.
Keep your Signify team organized
Use the Members page to invite employees, track pending invitations, monitor seat usage, and keep your organization directory up to date. Search, filters, membership actions, and CSV export help you manage your team as it grows.
Open your organization dashboard
