How Do I Invite Colleagues to a Shared Snippet Library?

Adding people to your PasteBase team is done through email invitations. As a team Owner, you send an invite to a colleague's email address, they receive a link to join, and once they accept, they can immediately see and use all the shared pastes in the team. This guide covers every step of the invitation process, from sending the initial invite to onboarding your new team member.

Sending an invitation

To invite someone to your team, navigate to the team's management page and look for the invitation option. Enter the email address of the person you want to invite. You will also need to select a role for them: Owner, Editor, or Member. If you are unsure which role to choose, start with Member. You can always promote them later once you see how they use the shared library. See how to manage team roles for guidance on choosing the right role.

Once you submit the invitation, PasteBase sends an email to the invitee with a link to join the team. The invitation email includes the team name and the role they have been assigned, so the recipient knows exactly what they are being invited to.

What the invitee receives

The invitee receives an email with a clear call to action to join the team. If they already have a PasteBase account, clicking the link takes them straight to the team, which appears in their sidebar alongside their personal space and any other teams they belong to. They can start browsing and copying pastes immediately.

If the invitee does not have a PasteBase account yet, the link will guide them through registration first. They will need to create an account, verify their email address, and then they will automatically be added to the team. The entire process takes just a couple of minutes.

Invitation expiry and re-inviting

Every invitation is valid for three days from the time it is sent. If the invitee does not accept within that window, the invitation expires and the link no longer works. This expiry exists for security reasons: it ensures that stale invitation links sitting in someone's inbox cannot be used weeks or months later.

If an invitation expires, simply send a new one. Navigate back to the team management page, enter the same email address, select the same role, and send. There is no limit to the number of times you can invite the same person, so do not hesitate to re-invite if needed. You might also want to follow up with the person directly to let them know a new invitation is on its way and to accept it promptly.

Managing pending invitations

The team management page shows the status of all pending invitations. You can see which invitations have been sent, when they were sent, and whether they are still active or have expired. This gives you visibility into who has been invited but has not yet joined, which is useful when you are onboarding a group of people at once.

If you invited someone by mistake or need to change the role you assigned, you can cancel the pending invitation and send a new one with the correct details. Cancelled invitations are immediately invalidated, and the link in the original email will no longer work.

Onboarding new team members

Once a new member joins the team, a few small steps help them get the most value from the shared library:

1. Point them to the category structure — Let them know how your pastes are organized so they can find what they need. If you have documented your category naming convention, share it with them.
2. Show them the copy workflow — Demonstrate how to browse to a paste, click the copy button, and paste the content into their email client or other tool. It takes seconds to learn but is not always obvious to new users.
3. Encourage feedback — New team members often have a fresh perspective on which templates are missing or confusing. Create a simple channel for them to suggest improvements to Editors.

For a comprehensive onboarding flow, point new team members to the getting started guide.

Inviting multiple people

PasteBase handles invitations one at a time, which gives you control over the role assigned to each person. If you need to invite a large group, work through your list and send each invitation individually. While this takes a few extra minutes for a large team, it ensures that everyone receives the appropriate role and that you do not accidentally give editing permissions to someone who should be a Member.

A practical approach for large teams is to invite in batches: start with team leads and Editors, let them help populate and organize the library, and then invite the rest of the team as Members once the content is ready. This way, Members join a well-organized library from day one rather than an empty space.

Troubleshooting invitation issues

If someone reports they did not receive the invitation email, check a few things:

• Correct email address — Verify that you entered the right email. A typo in the address means the invitation goes to the wrong place.
• Spam or junk folder — Ask the invitee to check their spam folder. Some email providers may filter the invitation email, especially if it is the first email they have received from PasteBase.
• Expired invitation — If more than three days have passed, the invitation has expired. Send a fresh one.
• Corporate email filters — Some organizations have strict email filtering policies. If invitations consistently fail to arrive at a particular domain, the invitee may need to contact their IT team to allow emails from PasteBase.

For more details on team setup, see how to set up a team, or visit the invite members help article.