Team and invitations

Owners and members

Everyone in an organization sees the same pyramids, uploads, campaigns and prospect plans, and can build with them. Roles only decide who manages the organization itself.

Owner

The person who created the organization. The owner renames it, sets its Pyramid defaults, manages the team, disconnects CRMs, cancels Plus, adds the organization's own AI key, can delete any upload or pyramid, and can delete the whole organization.

Member

Everyone who joins by invitation. Members do the day-to-day work: upload files, connect CRMs, build and edit pyramids, campaigns and prospect plans, use the AI assistant, upgrade to Plus, and delete what they added themselves.

Who can do what

Everyone sees the Team list — each person's name, email, role and portfolio size. Pending invitations are shown to the owner only. More on Plus: upgrading and cancelling; on deleting: Deleting data.

The owner

Settings › Organization shows who the owner is. Every invitation adds a member, so an organization normally has exactly one owner: the person who created it. There's no way in the app to make someone else an owner — see Changing the owner.

Inviting teammates

Only the owner can invite. Teammates don't need to sign up first: they sign in with Google or Microsoft, and the invitation is waiting for them.

1. Open Settings › Team.
2. In Invite by email, type the address they'll sign in with — usually their work email.
3. Choose Send invite.

A green notice confirms Invite sent to <email>, with the join link and a Copy link button. The invitation also appears at the bottom of the Team list as a pending row.

If something's wrong, you'll see why instead:

• “Enter a valid email address.”
• “<email> is already on your team.”
• “<email> already has an invite. Copy its link below.”

Tip: Invite the address your colleague will actually sign in with. If your organization uses Microsoft 365 or Google Workspace, that's their work email. An invitation for sam@riversidefoodbank.org can't be used by sam.lee@gmail.com.

The invitation email

We send it from TruePyramids (DoNotReply@truepyramids.com), so replies aren't read. It looks like this:

It uses the name in your profile; if you haven't set one, it says “Your teammate”. It never contains any donor data.

The join link

The link in the email, and the one you can copy, is the same for every invitation: https://truepyramids.com/join. It carries nothing secret. When someone opens it, we ask them to sign in, then look for invitations made out to the verified email address they signed in with. So:

• Forwarding the link to someone else doesn't let them in — they'd need their own invitation.
• You can paste the link into a chat message or a calendar invite; it's only useful to the person you invited.
• Someone already signed in who opens the link without an invitation just lands on their dashboard.

Pending invitations

Invitations nobody has accepted yet are listed at the bottom of the Team list, shaded, with the date they were sent (for example “Invited Oct 26”), the email address, and the role they'll join as (always Member). Each has:

• Copy link — copies the join link so you can send it yourself.
• Cancel — deletes the invitation straight away. The person won't be offered it again.

Invitations don't expire. Each stays until it's accepted or you cancel it, and it disappears from the list once accepted.

Sending an invitation again

There's no Resend button. Either choose Copy link and send the link yourself, or Cancel the invitation and invite the same address again, which sends a new email.

Joining an organization

When you sign in with an email address someone has invited, we ask about the invitation before anything else.

If you're new to TruePyramids

1. Open the link from the invitation email, or go to Sign in.
2. Choose Continue with Google or Continue with Microsoft and sign in with the invited email address.
3. You'll see Join Riverside Food Bank? — “You were invited to Riverside Food Bank's TruePyramids workspace. You'll see its pyramids and uploads and can build your own.”
4. Check your First name and Last name (filled in from your sign-in) and choose Join Riverside Food Bank.

You're in, as a member. You skip the organization step that first-time users normally see. If you'd rather have a workspace of your own, choose Set up a separate workspace instead; the invitation stays open, and you'll be offered it again the next time you sign in.

If you already use TruePyramids

The invitation works the same way for someone who's already in another organization. If you're signed in, it appears in your account menu under Invitations right away. The next time you sign in, before your dashboard opens, you'll see Join Riverside Food Bank? with “You'll stay in Hillside Shelter too.” You keep your profile, so there are no name fields. Choose Join Riverside Food Bank or Not now.

Joining switches you into the organization you joined. You stay in all your others, and can switch between them from the account menu; see Switching between organizations.

Several invitations are offered one at a time, oldest first, with a note like “1 more invitation after this one.”

Not now, and invitations in the account menu

Not now opens the organization you used last, and leaves the invitation open. While it's open:

• It waits in the account menu under Invitations, as Join Riverside Food Bank. Choose it any time to see the same Join / Not now page.
• You'll be offered it again each time you sign in.

There's no way to decline an invitation. If you don't want it, ignore it, or ask the owner to cancel it.

Portfolio sizes

A portfolio size is how many prospects a person can manage as a gift officer. Prospect plans use it to warn when someone is nearly full; see portfolio capacity.

• The owner types a size in the Portfolio column of the Team list. It saves as soon as you leave the field or press Enter, and Saved appears below the list.
• Use a whole number of prospects from 1 to 10,000 (commas are fine, like 1,500). Leave it blank for no size.
• Anything else shows a message such as “Enter Sam Lee's portfolio as a whole number of prospects from 1 to 10,000, or leave it blank.”
• Members see everyone's portfolio size but can't change it.

Removing someone

Only the owner can remove people.

1. Open Settings › Team.
2. Choose Remove on the person's row.
3. Confirm: “Remove Sam Lee from Riverside Food Bank? They lose access to Riverside Food Bank right away; their other organizations aren't affected.”

On their very next page, they're moved to another organization they belong to — or, if this was their only one, signed out. They aren't signed out of their other organizations, and their account isn't deleted. If they sign in again later with no organization left, they'll be asked to set up a new one (or to join one they've been invited to).

There's no Remove button beside yourself, or beside the only owner.

What happens to what they created

To bring someone back, invite them again. They'll rejoin as a member, and you'll need to set their portfolio size again.

Changing the owner

There's no way in the app to make a member an owner, to hand ownership to someone else, or for the owner to leave. If your owner is leaving your nonprofit, email support@truepyramids.com before they go. If the organization itself is no longer needed, the owner can delete everything.

Advanced: how invitations and roles work

Invitations match a verified email

An invitation is matched to the email address Google or Microsoft gives us when someone signs in, and only when the provider says that address is verified. Addresses are compared ignoring capital letters and surrounding spaces, so Sam@RiversideFoodBank.org matches an invitation to sam@riversidefoodbank.org.

• Google tells us whether the address is verified.
• Microsoft personal accounts (Outlook.com, Hotmail, Live) are always verified.
• Microsoft work and school accounts count as verified only when the organization's Microsoft setup confirms it owns the email's domain. If it doesn't, we can't match an invitation to that sign-in.

Accepting an invitation from the account menu works the same way: your account's email must be verified and must be the invited address.

Roles are checked on every action

Every owner-only action checks your role in the database at the moment you act, not what your page showed when it loaded. A member who submits an owner-only form (say, from a page opened before they were removed) is simply refused, and nothing changes. Members also never see owner-only controls: no rename form, no Send invite, no Remove buttons, no pending invitations.

Rules for removing owners

Nobody can remove themselves, and the last owner can't be removed. If an organization has more than one owner, an owner can remove another owner, as long as one owner is left.

What accepting does

• A new person gets an account with the names they confirmed, and a membership as a member.
• An existing person keeps their profile and gains a membership.
• The invitation is marked used and leaves the owner's pending list. If the person somehow already belonged to the organization, the invitation is used up and nothing else changes.
• During a sign-in, the next open invitation (if any) is offered before the app opens.

Questions

Can a member delete my upload?

No. Members can only delete uploads they added themselves — and not even those when a teammate's pyramid is built from them, because deleting an upload deletes every pyramid built from it. Members don't get a Delete button for anything else; Settings › Data tells them “You can delete the uploads and pyramids you added. The owner can delete anything.” The owner can delete anything.

Why can't I invite anyone?

Only the owner can invite. Members don't see the Invite by email field; ask the owner, named under Settings › Organization.

My colleague didn't get the invitation email. What now?

Ask them to check spam or quarantine for a message from TruePyramids. Or choose Copy link on their pending row and send the link yourself — all they need is to sign in with the invited address.

My colleague signed in but was asked to set up a new organization. Why?

We couldn't match the invitation to their sign-in. Usually they used a different email address from the one you invited; sometimes their Microsoft work account doesn't confirm their email to us (see verified email). Check the address on their pending row against the one they use. If they already set up an organization, that's fine: invite the right address and the invitation will be offered at their next sign-in and wait in their account menu.

Can I forward the join link to someone else?

You can, but it won't let them in. The link only works for someone signed in with an invited, verified email address. Invite them by their own address instead.

Do invitations expire?

No. An invitation stays open until it's accepted or the owner cancels it.

Can I invite someone who already uses TruePyramids?

Yes. They'll be offered the invitation at their next sign-in and see it in their account menu under Invitations. They keep their other organizations.

I chose Not now. How do I join later?

Open the account menu and choose the invitation under Invitations, then Join. It's also offered each time you sign in.

Can I make someone else an owner?

Not in the app. Invitations always add members. If ownership needs to change, email support@truepyramids.com.

How do I leave an organization?

Ask the owner to remove you. You keep your account and any other organizations you belong to.

What happens to a removed teammate's pyramids?

They stay, along with their uploads and campaigns. Only the owner can delete them from then on. Their prospects on prospect plans stay too, without a gift officer.

Does each teammate need their own Plus?

No. Plus is per organization and covers everyone on the team. Any member can upgrade; only the owner can cancel. See Plus plan and billing.

Is there a limit on team size?

No. Invite as many people as you need; teammates are free.

Can members see each other's email addresses?

Yes. Everyone on the team sees the Team list with each person's name, email, role and portfolio size. Only the owner sees pending invitations.

Who can be a gift officer on a prospect plan?

Anyone on the team, owner or member. Set their portfolio size here so the plan can warn when they're nearly full; see Prospect plans.