This guide is for group admins – users who have purchased a group subscription and want to manage their team’s access to the site.
As a group admin, you can invite team members, manage your group, and control who has access to the site’s members-only content – all from your account dashboard.
Table of Contents
- Getting Started
- Your Account Dashboard
- Understanding Seats
- Inviting Team Members
- Managing Your Team
- How Your Team Members Get Access
- Subscription and Billing
- Frequently Asked Questions
Getting Started
When you purchase a group subscription, a group is automatically created for you. You become the group admin, which means you’re responsible for inviting and managing your team members.
Your group has a set number of seats determined by the subscription plan you purchased. You always occupy one seat, and the remaining seats are available for your team members.
To manage your group, visit your Account page on the site. You’ll see your group management tools within your subscription details.
Your Account Dashboard
Your account dashboard is where you manage everything about your group. Within your subscription section, you’ll see:
- Group name and seat usage (e.g., “3 / 10 seats used”)
- A Members table showing everyone currently in your group
- A Pending Invitations table showing invitations that haven’t been accepted yet
- An Invite form to add new team members
All group management actions are available directly from this page – there’s no need to navigate elsewhere.
If your group subscription is active, you can also edit your group name directly from the dashboard.
Understanding Seats
Your group subscription includes a fixed number of seats. Here’s how seats are counted:
| What counts as a seat | Example |
|---|---|
| You (the group admin) | Always 1 seat |
| Each active member | 1 seat per member |
| Each pending invitation | 1 seat reserved |
Example: If your plan has 10 seats and you have 4 active members plus 2 pending invitations, your usage is 7 / 10 seats (1 for you + 4 members + 2 pending invitations).
Pending invitations reserve a seat so that when the invitee accepts, there’s guaranteed space for them. If you revoke an invitation, that seat becomes available again immediately.
When all seats are in use, the invite form is replaced with a message reading “All seats are currently in use. Remove a member or upgrade your plan to add more.” To free up a seat, remove an existing member or revoke a pending invitation.
Inviting Team Members
Sending an Invitation
- Go to your Account page.
- Find the Invite section below your members list.
- Enter the email address of the person you’d like to invite.
- Click Send Invitation.
The invitee will receive an email with a link to accept the invitation.
Important notes:
- The email address you enter is the email the invitee must use to accept the invitation. Their account email must match.
- You cannot invite yourself (the group admin).
- You cannot invite someone who is already a member of your group.
- You cannot send a duplicate invitation to an email with a pending invitation.
- You must have at least one available seat.
What Happens After You Invite Someone
After you send an invitation:
- The invitee receives an email titled “You’ve been invited to join {Your Group Name} on {Site Name}”.
- The email contains a link to accept the invitation.
- The invitation appears in your Pending Invitations table on the dashboard.
- The invitee has 7 days to accept the invitation before it expires.
- Once accepted, the invitee appears in your Members table and gains access to members-only content.
Resending an Invitation
If an invitee hasn’t responded or can’t find the original email, you can resend the invitation:
- Find the invitation in your Pending Invitations table.
- Click Resend.
- A new email is sent and the expiration is reset to 7 days from now.
Note: There is a 60-second cooldown between resends for the same invitation to prevent accidental duplicate sends.
Revoking an Invitation
If you want to cancel a pending invitation (e.g., you entered the wrong email, or you need the seat for someone else):
- Find the invitation in your Pending Invitations table.
- Click Revoke.
- Confirm when prompted.
The invitation is cancelled immediately, the seat is freed, and the invitation link in the invitee’s email will no longer work.
Managing Your Team
Viewing Your Members
Your Members table shows all active members of your group:
| Column | Description |
|---|---|
| Name | The member’s display name. |
| The member’s email address. | |
| Added | The date the member joined your group. |
You (the group admin) are always listed in the members table with an “Admin” label.
Removing a Member
If you need to remove someone from your group:
- Find the member in your Members table.
- Click Remove next to their name.
- Confirm when prompted.
The member is removed immediately, the seat is freed, and they will lose access through your group right away. They may still have access if they have their own subscription, another active group membership, an access pass, or another site role that grants access.
Note: You cannot remove yourself from the group. As the group admin, you are always a member.
How Your Team Members Get Access
When someone receives your invitation, the process depends on whether they already have an account on the site.
For Invitees With an Existing Account
- They click the invitation link in their email.
- If they’re already logged in with the invited email address, they’re shown an Accept Invitation confirmation.
- If they’re not logged in, they’re taken to the site’s account page and see a login form with their email pre-filled.
- They log in with their existing password.
- After login, they’re shown an Accept Invitation confirmation.
- They accept the invitation and gain access to members-only content.
For Invitees Without an Account
- They click the invitation link in their email.
- They’re taken to the site’s account page and see a registration form with their email pre-filled.
- They create an account by setting a password.
- After registration, they’re shown an Accept Invitation confirmation.
- They accept the invitation and gain access to members-only content.
Important: The invitee must use the same email address the invitation was sent to. If they try to accept with a different email, the acceptance will fail.
Subscription and Billing
Your group subscription is billed to you as the group admin. Here’s what you need to know about how your subscription affects your group:
Active Subscription
While your subscription is active — including during a free trial period, if your plan offers one — all group members have full access to members-only content. You can manage your team freely (invite, remove, and so on).
Past Due Subscription
If a payment fails and your subscription enters a “past due” state, your group members retain access while the payment issue is being resolved. You can still manage your team.
Cancelled Subscription
If you cancel your subscription:
- If your subscription was set to cancel at the end of the billing period, your group and all members retain access until that date. You’ll see a notice on your dashboard indicating when access will end.
- Once the subscription fully ends, all members lose access to members-only content.
Reactivating a Subscription
If you reactivate a cancelled subscription, your group and all its members are restored, and everyone regains access.
Frequently Asked Questions
Can my team members see who else is in the group?
No. Team members can see that they’re part of your group and the group name, but they cannot see other members. Only you, the group admin, can see the full member list.
Can I change my group’s name?
Yes. If your group subscription is active, use the edit button next to the group name on your account dashboard. Site administrators can also change group names from the WordPress admin.
What happens if I remove a member by mistake?
You’ll need to send them a new invitation. Removing a member frees up a seat, so you can immediately send a new invitation to the same email address.
Can a removed member’s data or account be affected?
No. Removing a member from your group only revokes their access to members-only content through your group subscription. Their user account, any personal data, and any personal subscriptions they may have are unaffected. They may still have access through another active group, a personal subscription, an access pass, or another site role.
Can I transfer group admin ownership?
Group admin transfers are not available through the dashboard. Contact a site administrator for assistance.
What happens to pending invitations if I run out of subscription time?
If your subscription ends, pending invitations can no longer be accepted. The invitation link will show an error indicating that the group subscription is no longer active.
Can someone be in multiple groups?
Yes. A user can be a member of more than one group. They could also have their own personal subscription in addition to group memberships.
I sent an invitation to the wrong email. What do I do?
Revoke the invitation from your Pending Invitations table, then send a new one to the correct email address.
The person I invited says they didn’t receive an email.
Try these steps:
- Ask them to check their spam/junk folder.
- Verify that you entered the correct email address in the invitation.
- Click Resend on the pending invitation to send a fresh email.
- If the problem persists, contact the site administrator – there may be an issue with the site’s email delivery.
How do I get more seats?
The number of seats is determined by your subscription plan. To get more seats, you may need to upgrade to a plan with a higher seat count. Contact the site administrator for available options.
My invitee is getting an error when accepting.
Common reasons for acceptance errors:
- Email mismatch – The invitee must log in or register with the exact email the invitation was sent to.
- Invitation expired – Invitations expire after 7 days. Resend the invitation to extend the expiration and send the invitation email again.
- No seats available – If someone else used the last seat between when the invitation was sent and when it was accepted, acceptance will fail. Free up a seat and resend.
- Subscription inactive – Your subscription must be in a state that allows invitations, such as active, trialing, or past due.