How to Invite a Client or a Colleague

Inviting somebody takes about thirty seconds. The care goes into two choices — which role they get and which domains they reach — and both can be changed later.

Send the invitation

1. Open Team in your dashboard.
2. Choose Invite people.
3. Type their email address. This becomes their login.
4. Pick a role. Each one shows a short description of what it opens — see Team roles and what each one can reach for the long version.
5. Choose their domains: all domains, or tick the specific ones.
6. Send.

They get a branded email — your logo, your name, your reply-to address. It does not mention TrekMail.

About the invitation link

It is shown once. Copy it when it appears if you want to send it another way; we do not store a copy you can read later.

It works once and expires after seven days. After that, or after they have used it, the link is dead. If it expired, use Send a fresh invitation link on the Team page.

Anyone holding the link can accept it. Treat it like a password: send it to the person, not to a group chat.

When they open it, they choose a password and land in your dashboard. They do not create a TrekMail account and they never see a TrekMail sign-in page.

Choosing the domains

This is the part worth slowing down for.

Give somebody one domain and that is the whole account as far as they are concerned. The sidebar, the mailbox list, the search, the exports — everything is confined to that domain. Your other clients are not hidden behind a filter; they are unreachable.

Give somebody all domains and they see whatever the account holds, including domains you add next month.

For an agency, one domain per client is usually the right answer, and it is what makes it safe to invite a client at all.

Managing people afterwards

Every person on the Team page has the same set of actions:

• Edit access — change the role, change the domains, or both.
• Suspend access — keeps the person and their settings, but they cannot sign in. Use it while somebody is on leave, or when you are not sure yet.
• Restore access — undoes a suspension.
• Send a fresh invitation link — for somebody who never accepted, or whose link expired.
• Cancel the invitation — for one you sent by mistake.
• Remove from this account — ends their access completely.

Suspending and removing both take effect immediately, including for somebody who is signed in at that moment. Their next click sends them out.

Nothing they made goes with them. Mailboxes, domains and settings belong to the account.

Notes and the timeline

Each person has a note field — a line for yourself about who they are and why they have access. "Client contact for example.com" is worth more in six months than you expect.

The Team page also keeps a timeline of what happened: who was invited, who changed whose access, who was suspended and by whom. When somebody's permissions change, the entry names what changed rather than saying "access updated" — including which domains moved and which permissions were granted.

If somebody already has a TrekMail account

That is fine and it changes nothing about the invitation. They will be able to move between their own account and yours from a switcher in the sidebar. See Working in more than one account.

Before the add-on is active

You can do all of this without White Label Lite: invite people, set roles, assign domains. Everything saves.

What does not happen is the signing in. Invited people work inside your branded dashboard, and that dashboard is what the add-on provides — so until it is active, their invitation waits.

Common questions

How many people can I invite? As many as you like. People are not seats and there is no per-person charge.

Can I invite somebody to a single mailbox rather than a domain? Not through roles. For sharing one inbox with several people, use a shared mailbox instead.

They did not get the email. Check their spam folder first, then use Send a fresh invitation link and pass it to them directly. The link works regardless of how it reaches them.

Can I stop somebody without deleting them? Yes — suspend them. Their role, domains and notes are kept for when you restore.