> ## Documentation Index
> Fetch the complete documentation index at: https://docs.luxima.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Users and team

> Invite colleagues, change their role, and manage seats.

**Users & team** in the menu is where you add colleagues and decide what each of them can do.

> [!NOTE]
>
> Owners and Admins can manage the team.

![The Users and team page with a Seat usage card and an Invite user button, a Team members table listing three people with their role, status and last active date, and a Custom roles panel with a New role button](https://mintcdn.com/mbp-network-technology-limited/VjHHEyshj-0lCHu0/images/company/users-and-team.png?fit=max\&auto=format\&n=VjHHEyshj-0lCHu0\&q=85\&s=cebf6e933bef2f6f06773e7b01831792)

Users & team, with example names

## Seats

The **Seat usage** card shows how many seats you use and how many your plan includes. Each active team member and each pending invitation takes one seat.

When all seats are taken, a new invitation fails with "This plan allows up to ... active or invited users." Disable someone who no longer needs access, or change your plan. See [Plans and the free trial](https://docs.luxima.io/getting-started/plans-and-trial.md).

## Invite someone

**1. Open the invitation**

Click **Invite user**.

**2. Enter their details**

Fill in their **Email address** and choose a **Role**. **Full name** and **Job title** are optional.

**What this role grants** shows what the role can do before you send. See [Roles and permissions](https://docs.luxima.io/company/roles.md).

**3. Send it**

* **Send email invite** emails them an invitation. Available on paid plans.
* **Create & copy invite link** gives you a single-use link to send yourself, for example by chat. Available on every plan.

An invitation is valid for 7 days. After that the person sees "Invitation not found or expired", and you need to invite them again.

The person opens the link, sets their name and password, and clicks **Activate account**. Someone who already has a LUXIMA account enters their existing password, and your company is added to their account. See [Sign up and log in](https://docs.luxima.io/getting-started/sign-up-and-log-in.md).

> [!TIP]
>
> You cannot invite someone as an Owner. The Owner is the person who created the company.

## The team list

**Team members** shows each person's name and email, their role, their status (**Active** or **Disabled**) and when they were last active.

## Change someone's role or details

Click the pencil icon on their row. You can change their **Full name**, **Job title** and **Role**. Click **Save changes**.

* Their email cannot be changed.
* You cannot change your own role.
* An Owner's account cannot be changed by anyone else.

## Remove someone's access

Open the person with the pencil icon and switch off **Account access**. Click **Save changes**.

A disabled person cannot log in to your company, and their seat is freed. They stay in the list, and the record of what they did is kept. Switch **Account access** back on to let them in again.

## One person in several companies

One email address can belong to up to 3 companies. The person uses the same password for all of them, but their role and profile are separate in each. They choose a company when they log in, and can switch from the bottom of the menu.

## Messages you might see

| Message | What to do |
| - | - |
| "A user with this email address already exists." | They are already in your team. Edit their row. |
| "This plan allows up to ... active or invited users." | All seats are taken. Disable someone, or change your plan. |
| "This email already belongs to 3 companies, the most one email can join." | The person needs to use a different email address. |
| "Owner accounts cannot be changed" | Only the Owner can change their own details. |


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