Inviting members
Invite a colleague to your organisation by email, choose their role at the same time, and manage the pending invitation afterwards.
When someone new joins your charity — a new accountant, a website editor, a colleague who needs to see the books — you bring them into WAQAF by sending them an email invitation. You choose what they'll be allowed to do at the same time, by picking one or more roles for them. They then follow a link in the email to create an account (or, if they already use WAQAF, simply accept), and they appear as an active member of your organisation.
This page covers sending an invitation, choosing the right role, and managing the invitation while it's still pending.
Who can do this. You need to be an Owner or Org Admin of the organisation. The whole invite form, and the controls for pending invitations, are hidden from everyone else — so if you can't see them, your role doesn't allow it, and that's working as intended. See Roles & permissions reference.
Where to find it. Open your organisation's Settings → Members.
Send an invitation
The invite form sits at the top of the Members settings page, above the list of members.
Open Members settings
Go to Settings → Members for the organisation you want to add someone to. Make sure it's the right organisation — your roles, and theirs, are set per organisation, so an invitation only ever adds someone to the organisation you're currently in.
Enter their email address
In the Invite member card, type the colleague's email in the email field. This is the address the invitation is sent to, so check it carefully — a typo means the email lands nowhere.
Choose their role(s)
Next to the email, open the Role picker. It's a dropdown with a tick-box for each role; tick every role you want this person to have. Most roles can be combined, so you can give someone Accountant and Site Editor together if they wear both hats — their permissions simply add up. The button summarises your choice as small role chips (with a +N when you've picked several).
If you tick nothing, the invitation defaults to plain Member, which can use the workspace but reaches no finance, donor, website or settings features.
Send the invitation
Click Invite. You'll see a "Member invited" confirmation, the form clears, and the new invitation appears under the Pending invitations tab. WAQAF emails the invitee a link to join.
Choose roles deliberately. Owner and Org Admin carry the most authority — an Org Admin can manage members, settings and billing, and an Owner more still. For finance, remember that roles such as Finance Manager, Auditor and CEO can see balance figures and sensitive financial detail, while an Accountant records entries without seeing those figures. When in doubt, give the narrower role; an Owner or Org Admin can always add more later. See the roles reference for what each one grants.
What the invitee sees
What happens next depends on whether the person already has a WAQAF account.
- They're new to WAQAF. The email link takes them to a sign-up page with their email already filled in. They create an account, and once that's done they're shown the invitation to accept.
- They already use WAQAF. The link takes them to log in instead. After signing in they see an invitation card naming your organisation, with Accept and Decline buttons. Accepting drops them straight into your organisation; declining leaves things unchanged.
Either way, the role you picked travels with the invitation — the person doesn't choose their own access, you do.
See and manage pending invitations
Back on Settings → Members, switch to the Pending invitations tab. Each invitation you've sent that hasn't yet been accepted is listed here, showing:
- the email it was sent to,
- a Pending status and the date the invitation expires,
- the role(s) you assigned (shown as read-only chips — the role is fixed when you invite; it isn't editable from this list), and
- a copyable invitation link that mirrors the one in the email.
Share the link another way
Sometimes the email doesn't arrive — it's caught by a spam filter, or the address was slightly off. You don't have to wait for it. Each pending invitation shows the invite link with a small copy button beside it; click it to copy, then send the link to your colleague directly (for example over WhatsApp). It opens exactly the same join flow as the email.
The copyable link and the actions menu only appear for Owners and Org Admins. A member viewing this list (where their role lets them see it at all) won't see them.
Revoke an invitation
If you invited the wrong person, picked the wrong email, or simply changed your mind, you can cancel an invitation before it's accepted.
Open the invitation's menu
In the Pending invitations list, click the ⋮ (more) button at the end of the invitation's row.
Choose Revoke invitation
Select Revoke invitation. The invitation is cancelled, the link stops working, and the row disappears from the list.
There's no in-place "change the role" on a pending invitation, and no separate "resend" button. If you need to fix an email address or a role before someone has joined, revoke the invitation and send a fresh one with the correct details. To simply re-prompt someone who hasn't acted yet, copy the invitation link and share it again.
Revoking only affects invitations that are still pending. Once a person has accepted and become a member, revoking does nothing for them — to remove someone who has already joined, use the member's own actions instead. See Removing members & leaving.
See also
Roles & permissions reference
What each WAQAF role can and can't do, in plain language.
Assigning & changing roles
Add, swap, or remove the roles of someone who has already joined.
Join requests
Approve people who ask to join your organisation themselves.
Removing members & leaving
Take someone off your organisation, or leave one yourself.