How to Invite New Team Members to Your MeisterTask Team (Onboarding Part I)

Who can use this feature?

- Only Team Administrators have access to the My Team area in Account. 
- Available on all plans.


Learn how to invite new team members to MeisterTask and manage team invitations with confidence. This step-by-step guide explains team invitations, seats, project invitations, and best practices for efficient project collaboration.

What’s the difference between inviting someone to a project vs. to your team?

Before you begin, it’s important to understand the distinction:

  • If you invite someone to the team, this user is given access to the shared workspace, including all team projects. As an admin, you can manage users and their seats centrally. It is also advisable to send the users a project invitation as well, otherwise they will have no access to the respective Private Projects.
  • If you invite someone to a project (without inviting the user to the team), they can only work on this specific project without becoming part of your larger team (ideal for freelancers or temporary employees). 

For long-term collaboration and centralized admin control, always invite colleagues to your team. 

Step 1: Navigate to the Team Management Area

To start inviting team members:

  1. Click your avatar (profile picture) in the top-right corner of MeisterTask.
  2. Select Account from the drop-down menu.
  3. In the left-hand sidebar, click My Team. (You must be a Team Admin to see this option. If you are not a Team Admin, then you will not see this option.)
Navigate to My Team I EN.gif

Step 2: Send a Team Invitation 

  1. Click the blue Invite button.
  2. Enter one or more email addresses (separated by commas or spaces).
  3. Select which products each person should access:
     
    • MeisterTask (blue icon)
    • MindMeister (pink icon) (optional, if used by your team)
       

  4. For MeisterTask, choose their seats type:
     

    • Content Manager: The user is granted full editing rights.
    • Viewer: The user is granted read-only access
    • No Access: Invite without access to this product.
       

    Find out more about seats here.

  5. Click Invite.

The user will receive an email and must click the link to accept and join your team.  

Invite team member II EN.gif

 

Note for users of the Basic plan

In the Basic plan, a maximum of 5 users can be assigned a Content Manager seat. If another user is invited with the “Content Manager” setting even though the limit has already been reached, this user will automatically be added as a Viewer (and not as a Content Manager) after accepting the invitation. Exceeding the license limit is not displayed during the invitation process. The setting is only checked and adjusted if necessary when the invitation is accepted.

Who can invite users to the team?

Only users with the Team Role “Team Administrators” can invite users to join the team.

What do seat types mean?

Seat Type Access Level Cost
Content Manager Can create/edit projects, tasks and notes Paid
Viewer Can only view projects, tasks and notes. Free
No Access Does not have access to projects, tasks and notes.  Free

Learn more about seats, roles and permissions here. 

Step 3: Manage Pending Invitations and Team Settings

As soon as a user has accepted an invitation, they appear in the “My team” list. If a user has not yet accepted the invitation, it will appear in the “Pending invitations” list.

You can view and cancel pending invites:

  1. Navigate to My Team in Accounts.
  2. Switch to the Pending Invitations tab.
  3. Cancel any pending invitations.

Invites expire after 14 days if not accepted. 

Manage Pending Invitation EN III.gif
How can I resend the invitation?

If the e-mail invitation has not been received, the outstanding invitation can be deleted here. The Team Admin can then invite the user again in the Members tab. To do this, simply click on the blue Invite button.

Step 4: Send a Project Invitation

Let your employees who manage a project know that a new user has been added to the team. They can now invite the new user to their project.

After the user joins your team, the Content Manager of each project can add them to each relevant project and assign their project role (e.g., Content Manager, Contributor, Guest, etc.).

To invite a user to a project.

  1. Open the project.
  2. Click the project name at the top.
  3. Choose Project Settings > Sharing.
  4. Enter the email address.
  5. Click the plus button.
  6. Click Share.  
Share project EN IIII.gif
Who can invite users to a project?

A Team Admin takes care of the team. However, the projects are managed by the Content Managers. Learn more about seats, roles and permissions. 

A Team Admin cannot automatically invite new users to all projects. Content Managers must invite new team members to their projects and select the correct role. 

An invitation to the project is always required for Private Projects. Without an invitation to the project, new users cannot see the project. 

No invitation is required for Team Projects. New team members automatically see these projects in the left sidebar and can join them themselves. When they join, users who have a paid plan are automatically assigned the Contributor role. If they are only allowed to read, they are assigned the Viewer role. 

Common Issues and Solutions

Issue Solution
User cannot be invited to the team. They may already have a paid subscription. Ask them to downgrade to a Basic plan.
Your MeisterTask subscription is currently underlicensed.

Please contact your Team Administrator in order to regain access to MeisterTask. 

Your team has more team members than licenses at the moment. Your team needs to have as many licenses as team members. 

The Team Admin can: 

  • Buy more licenses.
  • Or reassign existing paid license by revoking someone's existing seat (e.g. change from Content Manager to “No access” or “Viewer”) so that you only have as many Team Members as seats.  
Invitee doesn’t receive team invite email. Ask them to check their spam folder or resend the invitation.
User cannot be invited to the project. If you have a Basic plan or a Free trial, then you cannot invite users to your projects. 
User cannot be given the role Content Manager in a project. External users, i.e. users who are not part of the team that owns the project, cannot be assigned the Content Manager role. 

 

 

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