How To Invite Users To Your Playwise HQ Account

About Inviting Users to Playwise HQ

Building a competitive intelligence program is a team effort. Playwise HQ makes it easy to invite colleagues to your account so they can access battlecards, contribute field insights, and collaborate on competitive strategy. As an admin, you can send invitations to any number of team members, assign each person an appropriate role, and manage your team from a single page.

Each invitation is sent via email with a secure link that allows the recipient to set up their credentials and join your account. The system automatically sends reminder emails if an invitation is not accepted within 48 hours, so you do not need to follow up manually.

Key Benefits:

• Build your team quickly — Invite multiple team members at once with the bulk invite form, assigning each person a role in a single action.
• Assign the right level of access — Choose between Admin, Editor, and Viewer roles to ensure each team member has the appropriate permissions for their responsibilities.
• Automatic email delivery — Invitations are sent immediately via email with clear instructions for the recipient to accept and join.
• Automatic reminders — If an invitation is not accepted within 48 hours, the system automatically sends up to 3 reminder emails, so you do not need to track who has accepted.
• Secure invitation process — Each invitation uses a unique, time-limited token to verify the recipient’s identity.

What You Need to Know Before Inviting Users

User Role Requirements

Only users with the Admin role can invite new team members. The User Management tab in Settings is only visible to Admin users. If you need to invite someone and do not have the Admin role, ask your account administrator.

Available Roles

When inviting a user, you must assign them one of three roles:

Subscription Limits

Your subscription plan determines the maximum number of users on your account. If you reach your plan’s user limit when sending an invitation, a dialog will appear showing your current usage, available seats, and an option to upgrade your plan. You can check your plan details in Settings > Subscription Management.

Invitation Expiry and Reminders

Each invitation link expires 48 hours after it is sent. If the recipient does not accept within that window:

1. The system automatically sends a reminder email with a fresh invitation link (also valid for 48 hours).
2. Up to 3 reminder emails are sent automatically.
3. After 3 reminders, the invitation expires permanently.

Reminder emails have the subject line: “Reminder: You’ve been invited to join [Account Name]”.

Duplicate Prevention

You cannot invite an email address that already belongs to an active user on your account. If you try, you will see an error. If a pending invitation already exists for the same email address, the system updates it with a fresh token rather than creating a duplicate.

What the Invited User Experiences

When a team member receives your invitation email, they will:

1. Click the “Accept Invitation” button in the email.
2. Be taken to the Playwise HQ Accept Invitation page.
3. Set a password and confirm it.
4. Optionally enter their first name and last name.
5. Accept the Terms of Service and Privacy Policy.
6. Click “Accept Invitation” to complete their setup and join the account with the role you assigned.

A Step by Step Guide on How to Invite Users to Your Playwise HQ Account

Follow these steps to invite one or more team members to your Playwise HQ account.

Step 1: Navigate to User Management

1. Log in to your Playwise HQ account as an Admin.
2. Click “Settings” in the navigation.
3. In the settings sidebar, click the “User Management” tab.
4. You will see the “Invite Team Members” card.

Note: If you do not see the “User Management” tab in the settings sidebar, your account does not have the Admin role. Contact your account administrator to request invitation privileges or ask them to send the invitations on your behalf.

Step 2: Add Invitation Details

The invitation form starts with one row containing two fields:

1. Email address — Enter the email address of the person you want to invite. 

2. Role — Select a role from the dropdown. The options are Admin, Editor, and Viewer. 

Adding Multiple Invitations

To invite several people at once:

1. Click the “Add Another Invite” button (with a plus icon) below the current rows.
2. A new invitation row appears with empty email and role fields.
3. Fill in the email address and select a role for each new row.
4. Repeat for as many team members as you want to invite.

Removing an Invitation Row

To remove an invitation row you no longer need:

1. Click the trash icon on the right side of the row you want to remove.
2. The row is removed immediately.

Step 3: Send the Invitations

1. Once you have filled in all email addresses and assigned roles, click the “Send Invites” button.
2. On success, a green notification will confirm: “Invitations sent successfully”.
3. The form resets to a single empty row, ready for additional invitations if needed.

Step 4: The Invitation Email

Each invited user will receive an email with the following details:

• Subject: “You’ve been invited to join [Your Account Name]”
• Header: “You’ve Been Invited!”
• Body: “[Your Name] ([your email]) has invited you to join [Account Name] as a [role].”
• Button: “Accept Invitation” — a green call-to-action button linking to the accept invitation page.
• Expiry notice: “This invitation link will expire on [date and time].” (48 hours from when the invitation was sent)

The recipient clicks the “Accept Invitation” button, sets their password, optionally enters their name, accepts the terms of service, and joins your account. Once accepted, they will see a confirmation: “You have successfully joined the team!”

After Inviting: What Happens Next

Invitation Accepted

When a team member accepts their invitation, they are immediately added to your account with the role you assigned. They can sign in at any time using the email and password they set during the acceptance process.

Invitation Not Accepted

If an invitation is not accepted within 48 hours:

1. The system automatically sends a reminder email with a new invitation link.
2. Up to 3 reminders are sent at regular intervals.
3. Each reminder refreshes the invitation link with a new 48-hour expiry.
4. After the 3rd reminder, the invitation is marked as expired and no further reminders are sent.

If you need to re-invite someone after their invitation has expired, simply send a new invitation using the same process described above. The system will recognise the existing expired invitation and issue a fresh one.

Troubleshooting

Subscription Limit Reached

If you see a dialog indicating you have reached your user limit, your current plan does not have enough seats for the number of users you are trying to invite. The dialog will show:

• Your current number of active users
• Your plan’s seat limit (base seats plus any additional seats purchased)
• The number of available seats remaining

You can either upgrade your plan from Settings > Subscription Management or remove inactive users to free up seats before sending new invitations.

Invited User Did Not Receive the Email

If the recipient did not receive the invitation email:

1. Ask them to check their spam or junk folder.
2. Verify that you entered the correct email address.
3. The system will automatically send reminder emails, so the recipient may receive one within the next 48 hours.
4. If needed, send a new invitation to the same email address — the system will refresh the existing invitation with a new token and trigger a fresh email.