OverviewLink to this section
A business owner invites teammates on the same email domain into their Flyweel organization, each with their own login and a role that controls what they can see and do. Ad platform connections, campaign data, reports and invoices are shared across the team.
Settings → Members is visible only to Owners, Admins, and Managers, the roles that can invite and manage members.
RequirementsLink to this section
- You need a custom-domain email to send invites. Personal providers like Gmail and Outlook can’t invite. If you’re on one, you’ll see:
Set up a custom-domain email to invite teammates. - The person you invite must be on the same email domain as you.
- Cross-domain collaborators aren’t supported yet.
Inviting a TeammateLink to this section
Open Members settings
Go to Settings → Members and click Invite member.
Fill in the invite
In the “Invite a teammate” dialog, enter the teammate’s email (it must match your domain) and pick a role: Marketer (default), Manager, or Admin. Click Send invitation.
Invitation sent
You’ll see an “Invitation sent.” toast, and the invite appears under Pending invitations with its expiry date. Invites expire after 7 days.
Your teammate gets an email
They receive an email with the subject “You’re invited to join {org name} on Flyweel” and an Accept invitation → button.
They open the link
If they don’t have an account yet, the sign-up screen is pre-branded “Join {org name}” with their email prefilled and locked. If they’re already signed in under a different address, they see a “Wrong account” screen telling them to sign back in with the invited address.
They accept
On the “Join {org name}” page, they click Accept invitation to {org name}, see “You’re in! You’ve joined the organization. You now have access to its shared resources.”, and click Go to dashboard.
RolesLink to this section
Flyweel has four fixed roles. There are no custom roles or granular permission sets.
| Role | Can |
|---|---|
| Owner | Everything. The only role that can hold cards, billing, and organization management together. One per organization; not transferable. |
| Admin | Everything except being Owner: cards, campaigns, CRM, invoices, connections, reports, billing, and inviting members. |
| Manager | Campaigns, CRM, connections, reports, invoices (view), billing (view), and inviting members. No cards. |
| Marketer | Campaigns, connections, and reports (view). No cards, invoices, billing, or member management. |
Owner is never an option in the invite dialog; it can’t be assigned, and ownership can’t be transferred. Members can only grant roles at or below their own: an Admin can invite another Admin, but never an Owner.
What Your Team SharesLink to this section
Once someone accepts an invite, they get access to the organization’s shared resources, filtered by what their role can see:
- Connections, campaigns, metrics, reports, and invoices become visible to the organization, not just the person who originally set them up.
- Syncing: any member with campaign access can trigger a sync. It runs on the connection owner’s stored credentials; the member triggering it never sees or holds those credentials.
- Cards are visible to Owner and Admin only. Removing a member deactivates any cards issued to them.
Managing MembersLink to this section
From Settings → Members, Owners, Admins, and Managers can:
-
Change a role: use the dropdown on a member’s row. The change applies instantly.
-
Remove a member: click Remove. You’ll see a confirmation dialog:
Remove this member? {name} will lose access to the organization, and any cards issued to them will be deactivated. This can’t be undone — you’d need to re-invite them.
-
Revoke a pending invite: click Revoke on a row under Pending invitations. This cancels the invite link; nothing else is affected.
Requests to JoinLink to this section
If a colleague signs up on your company domain without an invite, they don’t get a separate account. They land on a “Waiting on {org name}” page while their request is pending.
Owners, Admins, and Managers can approve or decline them from the Requests to join list on the Members page.
When a Teammate LeavesLink to this section
If the person who connected an ad account is removed, that account stops syncing. Every member who can manage connections sees a prompt: ”{platform} needs re-authorization — A teammate’s connection expired. Reconnect to restore syncing for your organization.”
Any of them can reconnect with their own login, and syncing resumes under the new person’s credentials. Data already synced is unaffected.
TroubleshootingLink to this section
| Message | Cause | Fix |
|---|---|---|
Set up a custom-domain email to invite teammates. | You’re on a generic provider (Gmail, Outlook) or have no valid domain | Use a company-domain account |
You can only invite teammates on your own email domain. | The invitee’s domain doesn’t match yours | Invite a same-domain address; cross-domain collaborators aren’t supported yet |
This person is already a member of your organization. Change their role from the members list instead. | You tried to invite someone who’s already an active member | Use the role dropdown on their row instead |
An invitation for this email is already pending | A second invite was sent while one is still outstanding | Revoke the pending invite first, or wait for them to accept |
This invitation has expired. Ask your teammate to send a new one. | Accept was clicked more than 7 days after the invite was sent | Send a fresh invite |
Wrong account | The invitee is signed in under a different email than the one invited | Sign out and sign back in with the invited address |
This invitation has already been {accepted/revoked}. | The invite link was reused, or already revoked | Request a new invite if access is still needed |
You cannot grant a role with more permissions than you have | For example, a Manager tries to invite an Admin | Ask an Admin or the Owner to send that invite |
You don't have permission to manage organization members. | A Marketer (or roleless member) opened /settings/members directly | Ask an Owner, Admin, or Manager |
Membership revoked, but the member's cards could not be deactivated automatically. Cancel them in the card provider and retry. | Card-provider call failed during removal | Cancel the cards in the provider dashboard, then retry |
Failed to send the invitation email | Email delivery failure | Retry; the invite isn’t created until the email sends |
Frequently Asked QuestionsLink to this section
Can I invite my contractor or media buyer who’s on a different email domain?Link to this section
Not yet. Invites only work between addresses on the same company domain. Cross-domain collaborators aren’t supported yet.
What can each role do?Link to this section
Marketer: campaigns, connections, and report viewing. Manager: that, plus CRM, report management, invoice viewing, and inviting members, but no cards. Admin: everything, including cards and billing. Owner: everything, and it can’t be reassigned.
If my media buyer triggers a sync, whose ad account credentials does it use?Link to this section
The credentials of whoever connected that ad account. The member triggering the sync never sees or holds them.
What happens when I remove someone?Link to this section
They lose access immediately, any cards issued to them are deactivated, and the removal can’t be undone; you’d need to re-invite them. Data they already synced stays with the organization.
Can a member connect their own ad account?Link to this section
Yes. Every role can connect ad platforms, and the account becomes part of the organization’s shared set.
What if the person who connected our Meta account leaves?Link to this section
The account stops syncing, and everyone who can manage connections sees a reconnect prompt. Any of them can reconnect with their own login, and syncing resumes under the new person’s credentials. Data already synced is unaffected.
My colleague signed up on our company domain without an invite. Where’s their account?Link to this section
They land on a waiting page until an Owner, Admin, or Manager approves them from Settings → Members. They don’t get a separate account.
Does adding members cost more?Link to this section
No. Members are included on every plan. Subscriptions stay per-user; there are no seat fees.
Can I rename my organization?Link to this section
Indirectly. The workspace name in Account settings names the organization, but only until a second member joins. After that, the name is fixed. There’s no direct rename control.
Need Help?Link to this section
For questions about members, roles, or organization access, contact team@flyweel.co or use the in-app chat.
