How to Invite a Client or a Colleague

The important choices are the role and the domains the person can reach. Review both before sending the invitation; they can be changed later, but reducing access revokes that person’s active credentials.

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. Client, Domain Administrator, and Mailbox Operator must be limited to specific domains; other roles may not use a domain restriction.
6. Send.

When email delivery succeeds, they receive the invitation at the address you entered. The page also shows the new link once so you can copy it through an approved channel if needed.

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 a new TrekMail user opens the link, they choose a password and accept access. A person who already has a TrekMail login must sign in as that existing user to accept it; the invitation cannot set or replace their password.

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.

Roles that are not domain-scoped may receive account-wide read access. For the three operational roles, use the explicit domain list and update it when a client gains or loses a domain.

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 blocks membership access and revokes their access credentials. 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 are checked on later requests. They also revoke credentials issued through the membership, so do not treat suspension as only a visual restriction.

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": it names which domains moved and which permissions were granted.

If somebody already has a TrekMail account

That is fine. They sign in as their existing user to accept the invitation and can then select the account they have permission to use. 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? You can send unlimited invitations with White Label Lite. There are no per-person seats, so plan access around the right roles and domain assignments rather than a seat count.

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.