Inviting people

Bring someone into a project two ways: invite them by email from an organization’s Members page, or share an invite link directly. Both carry a role, so whoever accepts joins with exactly the access you intended.

Inviting by email

From an organization’s Members page, choose Add to projects. Pick the person, by username if they already use Aquilla, or by email if they don’t, select one or more projects, and choose a role for each. Then choose Send invites.

• If you picked an existing Aquilla user, they’re added to the selected projects right away. This grants project-only access; it doesn’t make them a member of the organization itself.
• If you entered an email address, each recipient gets one email per selected project, each with its own single-use invite link, no Aquilla account needed yet.

That lets you add a reviewer joining a multi-book effort to every project at once, instead of project by project. A Search projects… box above the project checklist narrows a long list; your selections stay checked as you filter, and the count below still reads “N projects selected.” Once you choose Send invites, a confirmation reads “Added {username} to {count} project(s)” for an existing user or “Invite sent to {email} for {count} project(s)” for an email invite.

The project search filter narrows a long checklist without losing your other selections.

Note

Invites sent by email are capped at contributor. Managerial roles (project lead and above) can’t be granted through a shareable invite: add someone at those levels directly from Project Settings → Members instead.

Sharing an invite link

You can also create a link from the project itself. In Project Settings → Members, choose Add a member, then open the Invite link tab. You don’t need the recipient’s email up front: leave Recipient email (optional) blank for an open link that anyone signed in can redeem. Choose the role it should grant: viewer, commenter, reviewer, or contributor, then share the link with your teammate however you like (email, chat, etc.). Like email invites, a shared link tops out at contributor. Link expires offers 1 day, 7 days (default), 30 days, or No expiry. For roles below Maintainer, choose under Language lanes either Every current language lane or Only selected language lanes (and tick at least one): Create invite link stays unavailable until you do. Once the link is made, Copy URL copies it and Create another link starts a fresh one. To take access away later, remove the person from the member list.

Add a member, Invite link tab: pick a role and the language lanes, no email address needed.

Check the scope before you send

Every form that adds or invites someone states what the click will grant, in a sentence above the submit button. This covers the organization invite, a project’s member forms, the lane staffing picker, the member matrix, and invite links. The sentence names the role and where it reaches:

• “{name} will join as a {role} of the whole organization — every project”
• “{name} will join as a {role} on {project} — every lane”
• “{name} will join as a {role} on {project}, {lane} lane only”

For an invite link, the sentence starts “Anyone with this link will join as a”. Before you choose a person, it starts “They will join as a”. The submit button repeats the scope after a dash, for example “Add — every lane”, and the confirmation message repeats it again. If the scope is wider or narrower than you meant, change the role or the lane before you send.

Adding people directly

If someone’s already an Aquilla user you can see, because they already share an org or project with you, you don’t have to send them an invite at all. From a project’s Add a member dialog (its Add members tab) or an organization’s Members page, search for people by username; matching people appear as checkboxes as you type, so you can pick more than one at once. Selected people collect as removable chips above the search box. Choose one role for the whole batch and choose Add: everyone you picked is granted access in a single step, no invite link or accept click needed.

Searching only surfaces people who already share an org or project with you. If you search a real username you can’t see that way, Aquilla still recognizes it: “Not among people who share an org or project with you, but {username} is an Aquilla user,” with an Add {username} option to add them anyway by their exact username. A name that matches no Aquilla account at all instead reads “No Aquilla user named {name}.”

Staffing someone onto a specific lane

From the project overview’s Languages table (a row’s Staff… action), or from a project’s lane rows in the organization’s project table, a Staff [lane] picker adds someone and gives them that lane in one step. It searches your organization’s members and the people already on the project, including direct invites who are not on the organization roster. For anyone on neither list, its Invite them to the project link lets you invite them instead: see Inviting by email above. Lane access & staffing walks through it. The picker only adds contributors and reviewers. To make someone a Project lead, use Add a member in Project Settings → Members, where you choose their lanes.

When your organization hides its member list, the picker shows “Your organization hides its member list. Invite the person to the project instead.” or “You can staff this lane, but you can’t see this organization’s member list. Invite the person to the project instead.”

In the Add a member dialog, the role picker stops at your own project role, because the server refuses to grant access higher than what you hold yourself. Granting membership needs Project lead access or above.

The member list in Project Settings → Members shows everyone with access, with a filter for Project grants or Via organization. Each row’s actions menu has Change role, Remove direct access, and Revoke all access…. To change which lanes or files an existing member has, see Scopes.

When you add or invite someone at a role below Maintainer (a Project lead included), the form asks which Language lanes they get: Every current language lane, or Only selected language lanes with a checklist. Nothing is chosen until you pick, and the scope sentence above the button follows your choice, such as “on Mark, Spanish lane only”. See Choosing lanes when you add or invite someone.

What happens when someone joins

Opening an invite link, whether it arrived by email or was shared directly, shows the recipient a preview before they join: the project (or projects) and organization name, “Invited by {name}” when the inviter is known, and “you’ll join as {role}.” An email-bound invite also shows “invitation sent to {email}.”

1. If they’re signed out, they sign in or create an account right on that page;
2. once signed in, they choose Accept invitation: access is only granted on that click, so joining is always a deliberate, visible step; and
3. they land in the project ready to work at the level you granted.

An invitation to an organization is checked before the sign-in form appears. If the link is invalid, already used, or expired, the recipient sees Invitation unavailable and is asked to get a new link from the person who invited them.

An invalid, used or expired organization invitation stops here, before any sign-in.

Tip

Choose the lowest role that fits. You can always raise someone’s access later, and starting people at viewer or commenter keeps editing rights deliberate. The highest-privilege-wins rule means a later, broader grant will take over automatically.