Once your organization workspace is set up, the next step is bringing your team on board. This guide covers the full invitation flow in DeskFactor — from sending an invite, to what the invited person receives, to them completing setup and signing in for the first time. DeskFactor handles this differently depending on whether the invited email is brand-new to the platform or already has a DeskFactor account elsewhere, so this article covers both paths.
Who can invite users?
Sending invitations is available to Organization Administrators and users with team management permissions, from Settings → Users & Access.
Before you begin
Make sure you have:
- The invitee’s email address
- The role you want to assign them (for example, Developer, Tester, Project Manager, or Organization Admin)
- Their Employee ID, Department, and Designation, if your organization tracks these
Step 1: Open Users & Access
Go to Settings in the left navigation, then select Users & Access under Organization. This page shows your organization’s total users, active users, blocked users, pending users, admins, and managers, along with two tabs: All Users and Invited Users.
Step 2: Send an invitation
Select Invite User in the top right. In the Invite New User dialog, fill in:
- Email Address * — The invitee’s email. Required.
- Employee ID — Your organization’s internal employee identifier, if used. Optional.
- Role * — The role this user will have once they join, e.g. Project Manager, Developer, Tester. Required.
- Department — Optional.
- Designation — Optional.
Select Send Invitation to complete the step.
Note: DeskFactor automatically detects whether this email already belongs to a DeskFactor user (from another organization) and sends a different invitation experience accordingly — see the two paths below.
Step 3: Track pending invitations
Switch to the Invited Users tab to see everyone who’s been invited but hasn’t joined yet. Each row shows the email, Employee ID, Role, who sent the invite, the date it was sent, and its status. From the row actions, you can:
- Resend the invitation (select the paper-plane icon)
- Revoke the invitation (from the ⋯ menu)
Path A: Inviting someone new to DeskFactor
If the invited email has never had a DeskFactor account, they go through full account setup.
What they receive
The invitee gets an email titled “You’ve been invited to join DeskFactor Platform,” stating the role they’ve been invited as, with an Accept Invitation button and a fallback link. The invitation link expires in 24 hours.
Completing account setup
Selecting Accept Invitation takes them to the Complete Your Account Setup page, which confirms the organization and role they’re joining, and asks for:
- Full Name * — Required.
- Phone Number * — Required.
- Password * — Required.
- Confirm Password * — Required.
Selecting Complete Setup creates their account and adds them to your organization with the assigned role.
Signing in
After completing setup, the new user is directed to the DeskFactor login page, where they can sign in with the email and password they just created.
Path B: Inviting someone who already has a DeskFactor account
If the invited email already belongs to an existing DeskFactor user — from a different organization — DeskFactor skips account creation entirely and instead offers them the chance to join your organization as an additional workspace.
What they receive
The invitee gets an email titled “You’ve Been Invited,” explaining that your organization has invited them to join on Laravel as [Role], and telling them to simply log in to accept or decline — there’s no direct accept button or setup form in this email.
Note: This invitation link is valid for 30 days — noticeably longer than the 24-hour window for new-user invitations. Worth keeping in mind when testing expiry behavior for either path.
Accepting from the Dashboard
The next time the invited user logs in to DeskFactor (in any organization they already belong to), a banner appears at the top of their Dashboard: “You have been invited to [Organization] as [Role] by [Inviter]. Accept to join, or decline this invitation.” They can select Accept or Decline directly from this banner — no separate landing page is needed.
Confirmation
On accepting, the user receives a confirmation email — “You’ve Joined [Organization]” — summarizing the Organization, Role, and Joined On date, with a Go to [Organization] button that takes them straight into that workspace.
Switching between organizations
A user who has joined more than one organization can move between them using the workspace switcher next to their profile icon (top right of the app). Selecting it opens Switch Workspace, listing every organization they belong to along with their role in each (for example, Acme Corporation – Developer, TechStart Inc – Tester). Selecting an organization from this list switches their active workspace and reloads the dashboard for that organization.
See How to Switch Between Organizations on DeskFactor for the full walkthrough.
What happens after?
Once an invited user completes either path:
- They move from the Invited Users tab to the All Users tab, with status Active
- They can sign in and access whatever their assigned role permits
- If they joined via Path B, they can switch back and forth between all of their organizations at any time
- You can update their role, department, or status at any time from Users & Access
Common Issues
Invitation link has expired
New-user invitation links are valid for 24 hours; existing-user (cross-organization) invitations are valid for 30 days. If expired, resend the invitation from the Invited Users tab to generate a new link.
Can’t resend an invitation
Invitations can only be resent up to 5 times within a 24-hour period. If you hit this limit, wait before trying again, or revoke and re-send a fresh invitation instead.
“A pending invitation already exists for this email”
Someone already sent this person an invite that hasn’t been accepted or expired yet. Check the Invited Users tab before sending a new one.
“User is already a member”
This email is already active in your organization. Check the All Users tab — you may just need to update their role instead of inviting them again.
Existing user doesn’t see the invitation banner
The Dashboard banner only appears when the invited user is logged in. If they haven’t logged into DeskFactor at all since being invited, they’ll need to log in to any of their existing organizations first before the banner appears.
Expected Result
After completing this flow:
- The invited user has an active DeskFactor account, whether newly created or already existing
- They’re an active member of your organization with the correct role
- They appear in All Users, no longer in Invited Users
- They can sign in (or switch workspaces) and start working