Kaarakauppa Knowledge Base - Inviting team members

Inviting team members to a business account

On a business account every team member publishes listings under their own credentials, so buyer enquiries reach the actual seller instead of bouncing through one shared inbox. Invitations are bound to a specific email address, so an outsider can't accidentally end up on your business account — only the invited email can accept the invitation.

Sending invitations requires at least the Admin role. The Staff role can't invite — ask the company owner or an admin to send the invitation if you need one.

1. Open the team page

Sign in to your business account and click the orange Dashboard button in the top bar. In the dashboard sidebar, open Team. The page lists current members under Team Members and any open invitations under Pending Invitations.

2. Click Invite Member

Click the Invite Member button at the top of the page. The invitation dialog opens on the same page.

3. Fill in the email address and role

Enter the recipient's work email in the Email Address field and pick one of these from the Role dropdown:

Staff — can create listings for the company.
Admin — can manage members, locations, and settings.

You can also add a personal note in the Personal Message (optional) field — it is included in the invitation email the recipient receives.

⚠️ Heads up: You can't invite anyone with the Owner role. A business account always has exactly one owner and ownership cannot be transferred via invitation — contact Kaarakauppa support if the owner needs to change.

💡 Tip: Add a short personal note in the Personal Message (optional) field — your name and company name is enough. An unrecognised invitation without context is easy to miss or flag as spam.

4. Send the invitation

Click Send Invitation. You'll see an Invitation sent successfully toast and the dialog closes. The invitation now appears under Pending Invitations. You can re-deliver it with Resend or cancel it with Revoke before the recipient accepts.

The invitation doesn't always go through — here's what to expect in a few edge cases:

Situation	What happens
The address already belongs to this company, or to another one	The invitation isn't sent: `This person is already a member of the company`. Someone in another company has to leave it first.
The address already has a private account	The invitation isn't sent: `This email address already has a private account, and an account's type can't be changed. Send the invitation to a work address instead.`
The address already has a pending invitation to this company	The new invitation replaces the old one automatically — the old invitation link stops working and a fresh 7-day window starts from the new send. You don't get an error.
The invitation is 7 days old and wasn't accepted	It no longer works; send a new one.

What happens next?

The invitee receives an email with a link to the invitation page. The link opens a page that shows the company details and the role you assigned:

If the invitee already has a business account, they sign in and accept. If the company has more than one location in use, they also pick which location they join.
If the invitee doesn't have an account yet, they create the account straight from the invitation page with Register — that skips business onboarding and returns them to the invitation.

⚠️ Heads up: Tell the invitee to create the account from the invitation page. If they register through Sell your car instead, they end up owning a company of their own, and accepting the invitation then fails with This person is already a member of the company.

The invitation page also states that joining happens on that business account and that nothing moves between accounts: if the invitee has a separate private account, its listings and messages stay where they are.

Once the invitation is accepted, the new member appears on the Team page and immediately has the permissions of the role you chose.

Inviting team members