Inviting people

Everyone who works in Scout HQ gets there by invitation. An Owner or an Admin sends one invitation per email address, chooses the person's role and teams in advance, and the person fills in their own name, title, and time zone when they accept. This article walks the whole flow, including the expiry and custom-message options that sit behind Advanced.

The Invite someone dialog with the email field, the three role choices, the team checkboxes, and the primary-team menu.

Screenshot: the invitation composer, opened from People & roles.

Before you start

Only an Owner or an Admin can invite people. If you are a Member or a Viewer, the Invite button is not there, and an attempt would be refused with "Your current role cannot invite workspace members."
It helps to create your teams first — a team is a flat operating group inside your workspace, such as Sales or Production, and the invitation composer lets you place the person in teams as you invite them. See Teams.
You cannot invite someone as an Owner. A workspace has exactly one Owner, and that seat moves only through Transferring ownership.

Send an invitation

Open Settings → Workspace → People & roles. The people card is headed with a count such as 5 PEOPLE · 4 ROLES.
Choose Invite at the top right of that card. If you are still the only person in the workspace the card reads "It is just you here for now." and the button is Invite someone.
In EMAIL, type the person's work address. One invitation carries one address, so send a separate invitation for each teammate.
Pick a ROLE. The three choices are Member (the default, and the right answer for most people), Admin, and Viewer. What each one can do is in Roles: Owner, Admin, Member, Viewer.
Under TEAMS, tick the teams this person should join. Everyone is shown already ticked with a padlock: membership of Everyone is automatic and cannot be turned off.
As soon as one team is ticked, a PRIMARY TEAM menu appears. Choose the team that is most this person's home. Scout uses the primary team when it knows who a piece of work belongs to but not what kind of work it is.
Optional: open Advanced — expiration and custom message.
- EXPIRATION offers 1 day, 7 days — default, 14 days, and 30 days.
- CUSTOM MESSAGE · OPTIONAL takes up to 1,000 characters and shows a live character count. It is included in the invitation email, so it is a good place to say which mailbox you want them to connect.
Choose Send invitation. The button reads "Sending…" while the request is in flight.

The note at the foot of the dialog repeats the two things that matter most: Everyone membership is automatic and locked, and the role and team access you chose are rechecked when the invitation is accepted. If you change your mind before they accept, cancel the invitation and send a new one.

What the person receives, and what they do

The invitation email comes from Scout, never from your own mailbox. When the person accepts, they get a short guided first run of their own: they enter their name and details, connect their mailbox if they want to, and land in their teams. Scout does not fill in anybody's name or title for them. The three-step invited-member walkthrough is covered in Joining a workspace from an invitation.

Track, resend, or cancel

Under the people card sits RECENT INVITATION HISTORY with an event count. Each row shows the address, the role you proposed and who invited them, and the time in your workspace's time zone, plus the expiry date while the invitation is still live.

Find the row for the address you care about. The label on the right tells you exactly where it stands: SEND ACCEPTED (the email was handed off successfully), SENDING, NOT SENT, FAILED, UNCONFIRMED, JOINED, REVOKED, or EXPIRED.
Open the row's actions menu.
Choose Resend invitation to send the same invitation again, or Cancel invitation to withdraw it.

Both actions are offered only while an invitation is still pending and unexpired. A cancelled invitation stops working immediately, and the row stays in history marked REVOKED so there is a record of the decision.

Good to know

Scout tells you the truth about delivery. A created invitation is not the same as a delivered email, which is why the history separates SEND ACCEPTED from NOT SENT, FAILED, and UNCONFIRMED. If a send is unconfirmed, check with the person before resending.
If the composer reports "One or more selected teams are no longer available", a team was archived while the dialog was open. Reopen the composer and pick again.
You can also invite people during the first-run setup of a new workspace, at the People step — "Invite your teammates. Set their role." Those are real invitations, not a preview.
The people card shows the teammates you work with most, with a line such as "and 3 more · showing the people you work with most" when the workspace is larger than the card.
Adding a teammate costs nothing. Scout's plans are flat per workspace and seats are unmetered, so you never have to ration invitations. See Plan and billing.