Inviting Team Members

Team members are available on the Team plan. The Team plan is billed per seat at $29/seat/month, with a 5-seat minimum and a 25-seat self-serve cap. Every accepted member and every pending invite counts as one seat. You can see your current seat utilisation on Settings → Members (“N of M seats used”).

How to invite

Go to Settings → Members
Enter the person’s email address
Select their role: Admin or Member
Click Send Invite

The invitee receives an email with a link to create their account and join your workspace.

What happens when they accept

When the invited person clicks the link:

They’re taken to a simplified registration page (no workspace name needed)
They set their name and password
They’re automatically added to your team with the assigned role
They land on the shared dashboard with access to all your clients, projects, and data

Pending invites

After sending an invite, the member is listed with an “Invited” badge that shows how long ago the invite was sent. You can:

Resend to re-send the invite email immediately. This resets the auto-reminder so the next 24-hour reminder will fire on its own.
Rescind (the X button) to cancel a pending invite before it’s accepted. The invitee can no longer use the link.

Once a member accepts, the badge disappears and the row switches to a normal member with role-management and a Remove button.

Auto-reminders

Kiaro automatically sends one reminder email 24 hours after the original invite if the invitee hasn’t accepted yet. Only one auto-reminder is sent per invite, so we never spam. If the invite is still ignored, use the manual Resend button to send a fresh attempt; the auto-reminder window then resets and a new reminder will fire 24 hours later if needed.

Inviting past capacity

If all your seats are occupied when you try to send an invite, Kiaro shows a dialog offering to add one more seat for $29/month (prorated for the remainder of your current billing period). Confirm once, and the seat is added and the invite is sent in a single step.

During a Team trial, you can invite up to 25 teammates without triggering this flow. The seat cap only applies after you subscribe. When your trial ends and you convert to a paid plan, you pay for the teammates you have actually added, not a guess you made at signup.

At the 25-seat ceiling

The Team plan supports up to 25 seats self-serve. When you reach 25, the Members page shows an explanatory banner and the invite form’s name, email, role, and Invite button are all disabled. To grow beyond 25 seats, contact us at support@kiaro.io for enterprise pricing.

Managing your seat count

You can change the number of seats at any time from Settings → Billing.

Next to the “Upgrade to Team” button on Settings → Billing, a small stepper lets you pick anywhere from 5 to 25 seats before you go to checkout. The default is the number of people already in your workspace (floored at 5), so you will not accidentally under-buy at conversion. The price next to the button updates live as you adjust the stepper.

Click Change seats in the Team seats card to open the seat-change dialog. A live proration preview tells you what will be charged today or credited at next renewal.

Increasing your seat count takes effect immediately. The prorated cost for the added seats is charged right away.
Decreasing your seat count takes effect at your next renewal, not immediately.
You cannot drop below 5 seats. If you need fewer than 5 seats, downgrade to the Solo plan instead.
You cannot drop below your current headcount. Remove members or revoke pending invites first.

Role selection

Only Admin and Member can be assigned when sending an invite. The Owner role is assigned automatically to the person who creates the workspace and cannot be selected during invites.

Choose the role carefully, it determines what the person can access:

Admin, Full data access plus settings management (team, portal, invoice settings, goals)
Member, Full data access (clients, projects, tasks, invoices) but no settings access

See Role Permissions for the complete breakdown.