Invite Your Team

Invite teammates to your Waveline organization, assign each person a role, and optionally give them a direct Waveline phone number. After they join, you can add them to the shared inboxes they need.

Before you begin

• You must be an organization Owner or Admin.
• Have each teammate's email address ready.
• Decide whether each teammate should be a Member or Admin. Organization Owners can also invite another Owner when appropriate. Learn more about roles and permissions.
• Decide whether each teammate needs a direct Waveline phone number. A number is optional: without one, the teammate can still use their personal inbox for internal calls, messages, and transfers. Direct to Cell calls fall back to the app or an enabled SIP device.

The role selected in an invitation applies to the organization. After the teammate joins, give them the appropriate access to each shared inbox separately. See Inbox Participants for Viewer, Member, and Manager access, and Default Ring Order for who should answer calls.

Send invitations

Waveline lets you invite up to 50 people at a time.

1. Open Settings → Team and select Invite people.
2. Enter the teammate's email address.
3. Choose Member or Admin. Use Member unless the person needs organization-management access. If you are an Owner, you can also choose Owner when the teammate should share ownership responsibilities.
4. Under the phone-number option, choose one of the following:
   • Leave the teammate as Internal only if they do not need a direct external number.
   • Select Add number (optional), then choose an available number under Already owned or select Search & buy new number…. For purchase options, including toll-free numbers, see Choose or Port a Number. A new number is purchased as soon as you confirm Buy.
5. To invite another teammate, select Add another.
6. Review the billing notice, then select Send 1 invite or the send button showing the number of invitations you prepared.

Waveline shows how many invitations succeeded or failed. Successfully sent invitations appear in the Team table alongside existing members. Use Search people… to find someone and check the row’s role and status.

Join a team

1. Open the link in your Waveline invitation email within 24 hours.
2. If you are new to Waveline, enter your first and last name, verify the invited email address with the six-digit code, and continue. If you already have a Waveline account using that address, sign in instead.
3. Complete any two-step verification prompt shown. Use your authenticator app for an existing setup, or follow the setup instructions if the organization requires one. See Two-step Verification.
4. Review the organization, role, and assigned phone number, if one was included, then select Accept when the invitation is shown.
5. Keep the page open until your dashboard opens.

The teammate should use the email address that received the invitation. They do not need to enter billing information or choose a phone number.

What happens next

Find the invitation in Settings → Team. Use Search people… to locate the recipient, and check the row’s role and status.

For people who have joined, Owners and Admins can also see 2FA on or 2FA off in the Team table. These badges describe authenticator setup; they are separate from invitation status. See Two-step Verification to require it for your organization or help someone who has lost access.

Open the invitation row’s action menu and select Resend invitation to send a new email and restart the 24-hour acceptance window. Select Cancel invitation to disable the invitation link, then review and confirm the cancellation dialog.

After acceptance, Waveline creates the teammate’s membership and personal inbox. An included number is assigned to that inbox; without one, the inbox remains available for internal communication.

Give the teammate Member or Manager access to shared inboxes they should work in, and include them in the appropriate ring order. Viewer access does not make their devices ring. Ask them to install the apps and test calls, notifications, and availability before routing live calls to them.

Best practices

• Assign Member unless the teammate needs administrator access. Only an organization Owner can invite another Owner.
• Double-check the email address before sending. The invitation is connected to that address.
• Give every teammate their own account rather than sharing sign-in information.
• Add a direct number only when the teammate needs their own externally reachable line. A teammate without one can still use their personal inbox for internal communication and participate in shared inboxes.
• Confirm new-number purchases carefully. A number purchased from the invitation form is added to your inventory immediately, even if the invitation is not sent or accepted.
• Send invitations when teammates are ready to accept them because each link expires after 24 hours.
• Add teammates to ring groups only after they test their microphone, notifications, availability, and inbound calling.

Troubleshooting

Related pages

• Roles and permissions
• Inbox participants
• Default ring groups
• Install the apps
• Subscriptions
• Choose or port a number
• Notifications