Invite your team and set roles

Zuuna earns its keep once a team is on it. This guide covers bringing people into your workspace, giving them the right role, and removing access cleanly when someone leaves. Anyone with administration rights can invite — on every plan, including Free.

What you need

• A Zuuna account with administration rights in the workspace.
• Free seats on your plan. Free covers 2 members in total — you and one other person. Private Plus brings 4, Business Standard 25, Business Pro 100. The exact limits are on the pricing page.
• The email addresses of the people you want to invite.

1. Check your plan and free seats

Before sending invitations, look at the seats already taken. Zuuna counts open invitations: someone invited but not yet joined already occupies a seat. On Free that means one open invitation fills the workspace.

2. Send invitations by email

Open Administration → Members and enter the email addresses. You can send up to 50 invitations at once, which helps when a whole team is moving over. Each person receives a mail with a personal link.

3. Or share an invite link

Sometimes you do not have the addresses, or you would rather drop a link into a channel. In that case generate an invite link that anyone can use. It is also valid for 14 days and takes a seat on the plan when redeemed.

4. Pick the right role

Zuuna ships four built-in roles:

• Superadmin — full control of the workspace, including billing and security.
• Admin — manages members, groups and boards without touching billing.
• Team member — the default: works on boards, creates and edits cards.
• Guest — sees only what has been explicitly shared. Meant for clients and outside collaborators.

You set the role while inviting and can change it at any time. If the four are not enough, create custom roles carrying exactly the permissions you need.

5. Add the person to a team

A team is a named group of people — "Design", "Backend", "Client project Meier". Assigning new members to a team means they see the right boards immediately, and later you can assign a whole group to a card instead of clicking five names.

6. Deactivate rather than delete when someone leaves

When somebody leaves the company, deactivate the account instead of deleting it. Access ends immediately, but cards, comments, logged time and the activity history stay intact. A deleted account tears holes in exactly the history you will need six months later to reconstruct a decision.

Troubleshooting

• The invitation never arrives. Check the spam folder first. If it is not there either, send it again or use the invite link instead.
• "No seats available". Your plan is full — open, unaccepted invitations count. Withdraw an open invitation or change plan.
• The invitation expired. It lapses after 14 days. Just send a new one.
• Someone cannot see a board. That is almost always group membership rather than role. Check whether the person belongs to the group that owns the board.

Next steps

• Create your first kanban board — if you do not have one yet.
• Import an Excel spreadsheet as a kanban board — bring the work that already exists.
• Pricing and plan limits in detail.