Each Instrumentl plan includes a base number of user seats. Maximize your account's capabilities by inviting teammates to join in on your grants journey!
Members* and Admins on the account can invite other Core Users & external Collaborators, and manage their team's roles and permissions.
*Members are limited to inviting/managing other Members as well as Project Members, while Admins can invite/manage all roles.)
Add new users so everyone can benefit from Instrumentl:
Take advantage of the built-in user seats already included with your plan
Update your Instrumentl workflow to reflect organizational changes
Assign users roles to manage project-level access† and other permissions
Use external Collaborator access† to assign tasks & expand your teamwork beyond Instrumentl, enhancing collaboration & effective communication between your grants team, finance, leadership, clients and other stakeholders.
†Certain feature availability varies by plan:
Collaborator Access is included on the Professional Plan and above.
The Project Member role is available to nonprofits beginning on the Professional Plan and to consultants on the Advanced Plan.
Please Note: This article focuses on the invitation process & subsequent options when inviting Core Users to join your team.
If your account includes Collaborator seats, these teammates will never need to access or learn Instrumentl's platform, and they will not have account credentials. Discover the benefits & learn how to add external Collaborators here.
How to invite a Core User
Account Owners can invite a prospective team member as a "Core User" to join their account directly with their own designated login credentials. All plans include Core Users.
When logged in, navigate to the lower left corner menu and select Account > Manage team.
Click the purple + Add Teammate button on the right side of the Team page:
To add a prospective user to your account, select Invite Core User from the dropdown menu.
Enter the person's name and email (they'll use this to log in to your account), and choose a role. Refer to our User Permissions & Roles guide to learn more about setting user roles and privileges.
If your plan includes Project Member access and you choose this role for the new user, assign the projects you want them to access in the Project Access field.
Finally, click Invite when you're ready to send the invitation to the new user.
The invitee will then receive an email notification with instructions to log in and set their password to join your account!
If your account includes Collaborator seats, and you want to add an external teammate whom you can assign Tasks (via email) and yet does not have platform access, you'd instead select + Add Teammate > Add Collaborator
To learn more about the distinct process for adding external Collaborators to your team, please refer to our Collaborator access guide.
How Core Users join an account
After you've invited a Core User to join your Instrumentl account, the invitation process may differ depending on whether they already have an Instrumentl account and whether you've invited a consultant (Freelancer user) to a Nonprofit account.
Note: A "preexisting account" includes any former trial accounts or paying accounts the user may have created under the same email you're attempting to invite.
A. First-time Instrumentl users
If you invited a new user who does not already have an account under the invited email address, they'll receive an email with login credentials to join your account and set their own password. It till look like this:
B. Pending Invitations: Users with preexisting accounts
If you invite a user who already has their own account, this invitation flow gives them the opportunity to opt in before both their account and data are migrated to a different account.
Inviting a user who already has an account will send them an email with a link to click to accept the invite and migrate their account data. This link expires after 7 days.
On the Team page, you'll see the recipient under 'Pending Invitations':
Note: If sent in error, open the dropdown Actions menu on the far-right (button with three vertical dots) and select Revoke.
The pending user receives the email with an 'Accept Invitation' link, explaining how their data will be transferred:
The user receives access to join your account
If they're the Owner of their past account, the invitee will want to transfer ownership to another user on the account before accepting the invitation.
If they're the only user on the account, the account will be queued for deletion 30 days after they leave the account for yours.
They can choose whether to transfer their project data from their account to yours or leave the projects behind in their old account.
If the invitee opts not to transfer their projects to their new account, the projects will be reassigned to the Account Owner on their previous account.
If the invitee is the only user on their previous account and opts not to transfer the projects, the projects will be permanently deleted in 30 days.
If the invitee wishes to transfer some projects but not all, they can reach out to our Support team (hello@instrumentl.com) to request this transfer.
Once the invitee clicks Accept Invitation, this automatically:
Logs them out of their previous account
Redirects them to the login page
Prompts them to log into your new account using their existing credentials
After the user logs in with their existing credentials, they'll officially have access to your account, and their project data will transfer over if they opted for that.
Inviting Consultants to Nonprofit accounts
If your account is subscribed to a Nonprofit Plan and you invite a Core User to your team who already has an existing Consultant account, the process will look no different for your Nonprofit account. However, your consultant will be able to join your Nonprofit account as a Freelancer user while maintaining access to their own Consultant account and to any other clients' Nonprofit accounts. This is known as External Client Linking, a feature on Consultant Plans.
C. Error: Unable to invite a user!
If you're on a Consultant plan, you may receive an error message when inviting another consultant: "Existing consultant users cannot be added to consultant accounts."
This is a safeguard by design, as consultants may already have, or plan to have, direct access to another client's account, and it allows that consultant user to protect the integrity of any client data they'd prefer not to migrate to your new account.
If you run into any errors when inviting a user, no worries! We'll help you properly add them to your account with full transparency. Simply loop in the consultant user you wish to invite and email our Support team at hello@instrumentl.com.
Onboarding tips for new team Core Users
Congrats! Your internal Instrumentl group is expanding. What's next for the new core teammates?
Update Account Credentials: You can update your name, password, and email by going to Account > Settings. For more details, check out our guide to resetting your password and personal information.
Understand Account Ownership: Manage your team's roles, permissions and project access† by referring to the User Permissions & Roles guide.
Increase the number of user seats on your account: Maxed out on Core Users but still expanding your team? You can easily purchase additional user seats for just $5 per user per month (or $60 per user per year). Learn how here! To add more Collaborator seats, contact our Support team at hello@instrumentl.com.
Seamlessly onboard new members: Whether your teammate is brand new to Instrumentl or a seasoned user in need of a quick refresher, we highly recommend signing up for one of our free weekly Instrumentl 101 and 102 trainings.
We're excited to keep growing and to know our Instrumentl community—thanks for joining us!
Contact Us 
If you need any assistance when inviting users or joining an account, just message our friendly Support team via the chat bubble when logged in, or email us at hello@instrumentl.com.