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Use invitations to add new users to your Rootly organization. You can invite one or more users at a time, assign roles during invitation, and let users join using the sign-in method configured for your organization.
Invitation emails are sent automatically after you create an invitation.
You can invite multiple users at once by entering more than one email address in the invite flow.

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Invite Users

1

Open Organization Settings

In the top-left corner, click the drop-down next to your organization name and select Organization Settings.
2

Open the invite flow

Select Members, then click + Invite Member.Invite members modal.
3

Enter email addresses and assign roles

Enter one or more email addresses for the users you want to invite.You can separate multiple email addresses using:
Commasmaria@candly.org,tim@candly.org,kirija@candly.orgNew linesmaria@candly.orgtim@candly.orgkirija@candly.orgSpacesmaria@candly.org tim@candly.org kirija@candly.org
You can optionally assign:
  • Incident Response role
  • On-Call role
When inviting multiple users at once, the selected roles apply to all invited users in that batch.If no role is selected, the team’s default role is applied.Default Incident Response Role field.
4

Send the invitation

Click Invite to send the invitation email.

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What You Can Do

From the invite flow, you can:

Invite One or More Users

Add a single user or invite multiple users at the same time.

Assign Roles

Set Incident Response and On-Call roles during invitation.

Use Default Roles

Allow Rootly to apply your team’s default roles when no role is selected.

Streamline Onboarding

Send users directly into the account creation or sign-in flow.

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Role Assignment

You can assign roles during invitation to control what access a user receives after joining.
  • Incident Response roles control access to incidents, workflows, retrospectives, and related configuration
  • On-Call roles control access to schedules, escalation policies, alerting, and responder workflows
If a role is not selected, Rootly assigns the team’s default role for that product.
Configure default roles in Organization Settings to standardize access for new users.
Ensure you have available seats for the roles you’re assigning. If seats are limited, some roles may be unavailable.

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Email Requirements

Invitations require valid email addresses that meet your organization’s requirements.
  • Valid format
  • Not already a member
  • Allowed email domain, if your organization restricts invitations by domain
Rootly validates email addresses during invitation creation. Invalid addresses will return an error.

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User Acceptance and Sign-Up

After an invitation is sent, the user receives an email with a link to join your organization. When they open the invitation, they can complete sign-up using one of the methods available in your environment, such as:
  • Google
  • Slack
  • SSO
  • Email and password
Rootly sign up form. If the user signs up with email and password, the password must include:
  • At least 10 characters
  • One lowercase letter
  • One uppercase letter
  • One number
  • One special character
Once sign-up is complete, the user is added to your organization with the assigned roles.

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Bulk Invitations

When you invite multiple users at once, Rootly processes invitations in batches.
  • Invitations may take longer to appear for larger batches
  • Individual errors do not prevent valid invitations from being created
  • You can review progress from the Invitations page
Large invitation batches may take a few minutes to complete.

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Who Can Send Invitations?

Invitation access depends on the user’s assigned permissions.
  • Owners can send invitations
  • Admins can send invitations
  • On-Call Admins may be able to assign On-Call access, depending on configuration
Contact your team administrator if you do not have permission to invite users.

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Best Practices

  • Configure default roles before inviting users with standard access needs
  • Double-check email addresses before sending invitations
  • Assign roles during invitation to reduce manual updates later
  • Use bulk invitations when onboarding multiple users at once
  • Review pending invitations and resend or remove them as needed

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Troubleshooting

Confirm the email address is correct, ask the user to check spam or junk folders, and resend the invitation if needed.
Invitations cannot be edited after they are sent. Delete the pending invitation and create a new one with the correct details.
Make sure the user is signing in with the same email address that received the invitation. If the invitation is no longer valid, send a new one.
This usually means your plan has reached its seat limit for that role type, or you do not have permission to assign that role.
The email may be invalid, already belong to an existing member, or fail your organization’s domain restrictions.
Large invitation batches may take time to process. Check the Invitations page to review progress.

Managing Invitations

View, resend, or delete pending invitations.

Managing Users

Manage existing users in your organization.

User Roles

Learn more about Incident Response and On-Call roles.

Manage User Permissions

Understand how permissions are controlled across teams and products.