Each Instrumentl plan includes a base number of user seats by default. Maximize your account's capabilities by inviting teammates to join in on your grants journey!
Designated account owners/admins have the ability to invite Core Users, external Collaborators, and manage their team's User Permissions.*
Invite 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 User Permissions and team roles to manage project-level access controls and tailor user's account views
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.
User Permissions are 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 account directly.
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 all about adding external Collaborators here.
Getting Started: 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.
Then enter the name and email address of the user you wish to add to your team. They'll use this email to log into the account.
If your plan includes User Permissions, select their team role and project access level. Refer to our User Permissions guide to learn more about setting user roles and access privileges.
Finally, click the blue Invite button.
The invitee will then receive an email notification with instructions to log in and set their password to join your account!
Invite an external Collaborator
If your account includes Collaborator seats, you'd instead select + Add Teammate > "Add Collaborator" if you aren't looking to add an internal teammate.
To learn about the distinct process for adding External Collaborators as teammates, please refer instead to our Collaborator Access article.
How Core Users join an account
After you've invited a Core User to join your Instrumentl account, the invitation process may differ based on whether the user already has a preexisting account with us, and if they have their own consultant 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. Brand new Instrumentl users
If you invited a new user who does not already have their own account under the invited email address, they'll receive an email with login credentials to join your account and set up their own password.
B. Pending: Users with preexisting accounts
If you invite a user who already has their own account, this invite flow provides the user with the chance to opt-in prior to having both them and their data migrated to a different account.
Inviting a user who already has an account will send them an email with a link for them to click in order to accept the invite and migrate their account data over. This link expires after 7 days.
On the Manage Team page, you'll see the recipient under "Pending Invitations":
Note: If sent in error, you may "revoke" an invitation by clicking the dropdown Actions menu on the far right (button with three vertical dots):
The pending user receives the email with an "Accept Invitation" link, explaining how their how their data will be transferred:
The user receives access to join your account
All of their current data will be moved over to your account
Their former account will be retired once they've switched to the new one
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 data will simply transfer over!
Note: If you're unable to log in, or if you'd prefer to keep your own separate account, please reach out to Instrumentl's Customer Support team at hello@instrumentl.com.
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 have or plan to have direct access to another client's account already, and it allows the 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 your invitee-to-be and email our Customer Support team at hello@instrumentl.com.
Onboarding tips for Core Users
Congrats! Your internal Instrumentl group is expanding. What's next for core team members?
Update Account Credentials: You can update your name, password, and email by going to Account > Settings. For more detail, check out our guide to resetting your password and personal information.
Understand Account Ownership: Manage your team's roles and access controls at the project level if your plan includes User Permissions.
Increase the user limit on your account: Maxed out on Core Users but still expanding your team? You can easily purchase additional user seats for just $5/user per month ($60/user/year). Learn how here!
Seamlessly onboard new members: Whether your teammate is a 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 knowing 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.