Inviting employees
For organisationsUpdated 29 Sep 2026
Invite your team by uploading a roster or adding people one at a time, and manage the invites you've sent.
Invite your colleagues by email. Everyone gets a personal link that opens their work account at your organisation. Each link only works for the email address it was sent to.
Invites go to your own email domain
To keep work accounts safe, you can only invite addresses on the same email domain as the one you're signed in with. If you sign in as ada@acme.com, you can invite bob@acme.com, but not bob@gmail.com or bob@uk.acme.com. The page shows your domain at the top: Invites go to @acme.com addresses.
Signed in with a personal address?
If you're signed in with a personal address (like gmail.com), you'll see Invites need your work email. Your work email has to be an admin of your organisation before it can send invites: type it in and press Ask KoffeeChat to add it, and our team invites it as an admin for you. If it's already an admin, press Sign in with it. Need to invite people on a second company domain? Ask us the same way.
KoffeeChat's own admins can send invites for any organisation to any address, for example to set up your first admin. You'll know it's them from the KoffeeChat admin: you can invite any address note on their screen.
Add people
Go to Team & Access → Invite Employees, then either:
- Upload roster (CSV or Excel) with name, email and team columns, plus joins_as (talent or shepherd) and role (the access level) if you like. Your organogram spreadsheet works as it is. Press Template for a file to fill in.
- Or add people one at a time: type their name, email and team and press Add.
Anyone who isn't on your domain is flagged Not an @acme.com address and left out. Press Remove them to tidy the list.
Choose how each person joins
- Joins as: Talent (a colleague who uses KoffeeChat to grow) or Shepherd (a colleague who mentors on KoffeeChat under your company's name). Inviting talents to your organisation and Bringing your shepherds on board
- Access: Member, Admin or Super admin. Roles: who can do what
Set the defaults under New rows join as and Access, and change any row before you send. Then press Send (the button counts your invites, for example Send 12 invites). Long lists go out in batches, so keep the page open until it's finished.
Manage your invites
The Invites list shows everyone you've invited. Filter it by talents, shepherds or admins, and once you have more than 5 open invites you can search by name or email too. Each invite shows its status:
| Status | What it means |
|---|---|
| Not sent yet | It's saved but hasn't gone out. Press Re-send invite to send it. |
| Invited | The email has gone out and we're waiting for them to join. |
| Joined | They've accepted with the invited email and have a work account. |
| Revoked | You cancelled it, and the link no longer works. Press Send a new invite to invite them again. |
Not sent yet
What it means: It's saved but hasn't gone out. Press Re-send invite to send it.
Invited
What it means: The email has gone out and we're waiting for them to join.
Joined
What it means: They've accepted with the invited email and have a work account.
Revoked
What it means: You cancelled it, and the link no longer works. Press Send a new invite to invite them again.
- Re-send invite sends the email again, for example if it went to spam. Each address gets at most one email every 10 minutes.
- Revoke invite asks Revoke this invite? The link stops working. first; press Revoke to cancel it, or Keep to leave it.
- Change someone's access from the list until they join.
- Everyone who has accepted is listed under Joined.
- Your organisation can send up to 200 invites a day. If you need more, email hello@koffeechat.com.
What your colleague gets
An email from KoffeeChat with a button to join. They sign up or sign in with exactly the address you invited, and their work account is ready. Their work account stays separate from any personal KoffeeChat account, so you never see their personal growth plans or coffee chats. Joining your organisation