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Help & Support

Invite Users & Licenses

How to Invite Team Members and Manage Licenses

Kinabase is most powerful when your whole team collaborates in real time, ensuring your team always has access to important information.

Why invite more users?

By inviting team members, you cut down on data silos and keep everyone on the same page.

Each colleague

gets their own login, so they can view relevant collections , update records , track activities , and complete tasks - all under one integrated platform.

Adding new users does affect your subscription, so your monthly or annual billing will reflect any changes.

Where to Invite Users

You can invite users from either:

  1. User Settings (located under Settings → Users).
  2. Colleagues Collection (found in the sidebar under your Dashboard ).

Both methods lead to the same invite form, letting you add a user's name, email, and role

.

How to Invite a New User

1. Go to User Settings or your Colleagues Collection.


2. Click the Invite button at the top of the page. You can either invite via an email, or from your Microsoft account.


3. Enter Name and Email, and select any Roles (e.g., 'Marketing', 'HR') or Administrative Access (e.g., 'System Admin', 'Billing Admin') if needed.


4. Click OK to send an invitation.


To learn how to create roles, check out our guide on Assigning Roles & Permissions

.

  • The new user will receive an email with a link to set up their Kinabase account.
  • Once they're registered, their status changes from Invited to Active, and they appear in both the User Settings page and the Colleagues Collection.

Syncing with Microsoft 365

If your organisation already uses Microsoft 365, you can sync these accounts directly with Kinabase - so you don't need to re-enter any details.

Check out our guide on Connecting with Microsoft 365
for step-by-step instructions.

Managing Licenses

Each active user in Kinabase has a license. When you invite a new user, you'll see a notification

that your subscription will be updated accordingly.

If a user no longer needs access, you can deactivate them in User Settings, freeing up a license for someone else.

By inviting the right people and managing licenses effectively, you unlock Kinabase's full collaborative power - giving everyone secure, real-time access to your most important data.

If you need help, our Cambridge-based support team is here to assist.

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