Invite Your Team

Inviting your team means colleagues can view citation data, run reports, and manage keywords without sharing a single login. Each person gets their own account with an appropriate level of access.

What you'll learn

• How to send workspace invitations
• The difference between the Admin and Viewer roles
• How to remove or change access when someone leaves the team

Roles and permissions

Outercite has two roles for organisation workspaces.

Assign Admin to the person responsible for managing the Outercite setup (usually the SEO lead or marketing manager). Assign Viewer to stakeholders, executives, or agency partners who need to read the data but should not change it.

Step 1: Open Team Settings

1. Log in to Outercite and go to your Dashboard.
2. Click Settings in the sidebar.
3. Select Team. You will see a list of current members and an Invite Member button.

Step 2: Send an invitation

1. Click Invite Member.
2. Enter the email address of the person you want to invite. You can enter multiple addresses separated by commas to send batch invitations.
3. Select a role: Admin or Viewer.
4. Click Send Invite.

Each invitee receives an email with a link to accept the invitation. The link expires after a limited period. If it expires before they accept, you can resend it from the Team screen.

Step 3: Confirm they have joined

Once someone accepts, their status in the Team list changes from Pending to Active. You will also receive an email confirmation.

If a pending invitation sits for more than a day or two, it is worth following up directly. Sometimes invitation emails land in spam, particularly for corporate email addresses with strict filtering.

Step 4: Change a member's role

You can upgrade or downgrade a member's role at any time.

1. On the Team screen, find the member whose role you want to change.
2. Click the role badge (it shows "Admin" or "Viewer") next to their name.
3. Select the new role from the dropdown.
4. The change takes effect immediately. No notification is sent to the member.

Step 5: Remove a member

When someone leaves your team or no longer needs access:

1. On the Team screen, click the three-dot menu next to the member's name.
2. Select Remove from workspace.
3. Confirm the removal.

Removing a member revokes their access immediately. Any reports they exported are still available in the Reports history, as those belong to the workspace rather than the individual.

Tips for team access management

• Audit quarterly. Remove former employees and contractors promptly. It is easy to let stale accounts accumulate.
• Start most people as Viewer. You can always upgrade to Admin later. Starting with least-privilege access is cleaner than having to downgrade.
• For agencies or external partners: give them Viewer access so they can pull reports themselves without you having to export and send files manually. If they need to manage keywords, Admin is appropriate.

Working with an external agency

If your business works with a digital agency, you have two options:

1. Invite the agency team as Viewers in your workspace. They see your data but cannot change settings.
2. Ask the agency to connect your brand as a client workspace in their Outercite agency account. This gives the agency full management access while keeping your workspace in their portfolio.

For most in-house teams, option 1 is simpler. If your agency actively manages your Outercite setup (adding keywords, tracking competitors), option 2 gives them the access they need without requiring Admin seats in your own workspace.

Try this in Outercite

Open Team Settings now and send your first invitation.

Open Team Settings in Outercite

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