Project Invitations
Bring a client reviewer or contractor tester into your project with one email — even if they've never used Evaficy before.
For project Owners onboarding a client-side reviewer or a contractor tester into a shared project.
The Problem: Your Next Reviewer Doesn't Have an Account
You need to add someone to a project who has never touched Evaficy — a client stakeholder who just wants to review results, or a contractor tester brought on for one engagement.
You invite anyone by email, and they create an account — or log in, if they already have one — at the moment they accept.
How to Send an Invitation
In Project Settings, the button is labelled Add Member — but under the hood it always sends a real invitation, even for someone who already has an account. Filling in an email and a role and clicking it never adds a person silently; it either sends them an invitation email, or tells you they're already a member.
Owner-only action
Only the project Owner can send an invitation. Sending is checked against your plan's team-member limit for that project — you can't invite past your cap.
Pick the role up front
You choose the invitee's role at invite time: Product Owner (PO), Tech Lead (TL), QA, or Viewer (read-only).
One safeguard worth knowing: you can't send a second invitation to the same email for the same project while one is already pending. Resend the existing invitation instead of trying to send a new one.
What the Invitee Actually Receives
A real email — HTML and plain text — with a personalised invitation and an accept link. The link works whether or not the recipient already has an Evaficy account; the acceptance page itself handles both cases.
Two clocks worth knowing about
An invitation expires after 7 days if it isn't accepted — after that, it needs to be resent. Separately, an unaccepted invitation record is automatically removed 30 days after it was created, whether or not it expired first. In practice, the 7-day expiry is the one that matters day to day.
Accepting an Invitation
The accept page shows the project name, the role being offered, who sent the invitation, which email it was sent to, and when it expires. From there, the flow branches on whether the invitee is already logged in:
Not logged in
The page shows "Please log in or sign up to accept this invitation" with a Log In / Sign Up button — no separate account-creation step needed beforehand.
Logged in with the matching email
An Accept Invitation button becomes active. One click adds them to the project with the role they were invited at.
Logged in with a different email
The Accept button stays disabled and a warning appears: "This invitation was sent to [invited email], but you're logged in as [current email]. Please log in with the correct account to accept this invitation."
That third case is a deliberate safeguard — an invitation link isn't transferable to whoever happens to click it.
Managing Invitations After Sending
The Pending Invitations tab in Project Settings lists every invitation with a status: pending, accepted, expired, or revoked.
Resend — capped, not unlimited
Useful when a client missed the email. Resending is capped at 5 total emails per invitation — the original send plus up to 4 resends — so it can't be turned into an inbox-spamming tool.
Revoke — with a confirmation
Cancels an invitation before it's accepted — for example, if the engagement scope changes and that person no longer needs access. A confirmation prompt ("Revoke invitation for [email]?") guards against an accidental click.
Choosing the Right Role for an External Person
- Viewer — the safest default for a client stakeholder who just wants visibility into results, with no ability to edit anything.
- QA — for a contractor tester who needs to execute tests and log defects, but shouldn't approve validation requests.
- Tech Lead / Product Owner — for a client-side reviewer who needs to formally approve or reject validation requests.
Reminder from the multi-project workflow: roles are set per project. Inviting the same person as Viewer on one client's project and QA on another's causes no crossover — each project's membership is completely independent. See Managing Multiple Client QA Projects and the QA Team Guide for what each role can actually do.
Common Questions
Can I invite someone whose email isn't verified yet?
Yes — receiving and accepting the invitation email effectively serves as verification for that flow.
What happens if an invitation expires before they accept?
It moves to an expired status. You'll need to send a new one — an expired invitation can't be revived by resending it.
Can the same email be invited to two different client projects at once?
Yes. Each project's invitation is completely independent of any others sent to that address.
Does resending create a duplicate invitation?
No — it resends the existing pending invitation rather than creating a new one, and counts toward the same 5-email cap.
Key Takeaways
- Project Invitations let you add anyone by email — they don't need an existing Evaficy account.
- The button says "Add Member," but it always works by sending a real invitation email, even to existing users.
- Only the project Owner can send invitations, and sending is capped by your plan's team-member limit.
- You choose the role (PO/TL/QA/Viewer) at invite time — pick the narrowest role that fits what the person actually needs to do.
- Invitations expire after 7 days; the accepting email must exactly match the invited email.
- Pending invitations can be resent (up to 5 emails total) or revoked at any time before acceptance.
Related guides
How to Set Up a QA Project from Scratch
Create your project, structure your scenarios, and add your first team members.Managing Multiple Client QA Projects
Project structure, roles, and plan limits for agencies running several client engagements.QA Team Guide
What each role — Owner, Product Owner, Tech Lead, QA Engineer — can actually do.Free Resource
This topic is covered in the QA Leader’s Handbook
A free 10-chapter PDF guide for Tech Leads and Product Owners.
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