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Invite Your Team

Collaborate with your security team by adding users to your CastellanAI account.

Why Invite Team Members?​

Security monitoring is a team effort. Inviting colleagues allows you to distribute responsibilities, enable 24/7 coverage, and leverage specialized expertise across your security operations.

Benefits of Team Collaboration
BenefitDescription
Shared VisibilityEveryone sees the same security events and threat intelligence in real-time
Role-Based AccessAssign appropriate permissions based on each team member's responsibilities
Faster ResponseDistribute alert notifications to reduce response time and improve coverage

How to Invite Team Members​

Step 1: Navigate to Team Management​

From the Customer Portal header, click Team to access team management.

  1. Log in to your Customer Portal at castellanai.com
  2. Click Team in the header navigation
  3. Click the Invite Team Member button in the top right
tip

The Team page shows a summary of your current team members, pending invitations, and admin count at the top.

Team Management Page The Team page showing team members, pending invitations, and the "Invite Team Member" button.

Step 2: Enter User Details​

The invitation form requires the following information:

FieldRequiredDescription
Email Address✅ YesUser's email address for login and invitation delivery
Full Name✅ YesFirst and last name for identification in the portal
Role✅ YesChoose from: Admin, Member, or Viewer
Welcome MessageOptionalPersonal message included in the invitation email

Step 3: Select Role & Permissions​

Assign the appropriate role based on the user's responsibilities:

Admin Role​

Full account access including billing, team management, and all features.

Best for: Security managers, team leads, co-administrators

PermissionAccess
View/Manage Agents✅ Full
Security Dashboard✅ Full
Billing & Subscription✅ Full
Team Management✅ Full
Account Settings✅ Full
warning

Admins have complete control over the account. Assign this role carefully.

View detailed role permissions comparison →

Step 4: Send Invitation​

  1. Review all entered information for accuracy
  2. Click Send Invitation
  3. User receives an email with a secure link to accept the invitation
  4. Invitation appears in the "Pending Invitations" section until accepted

What Happens After Invitation​

StageDescription
1. Email SentThe invited user receives an email with a secure acceptance link
2. Pending StatusThe invitation shows in your Team page under "Pending Invitations"
3. User AcceptsWhen they click the link, they create their password and activate their account
4. Access GrantedThe user can immediately log in with their assigned permissions

Managing Invitations & Team Members​

Pending Invitations​

For any pending invitation, you can:

ActionDescription
Resend InvitationIf the user didn't receive the email or it expired
Cancel InvitationRevoke the invitation before it's accepted

Click the three-dot menu (⋮) next to any pending invitation to access these options.

Active Team Members​

For existing team members, you can:

ActionDescription
Change RoleAdjust their permissions level
Remove MemberRevoke their access entirely

Click the three-dot menu (⋮) next to any team member to access these options.

Removal Warning

Removing a team member immediately revokes their access. This action cannot be undone.

Account Owner​

The account owner (the person who created the account) is displayed separately at the top of the Team page with a crown icon.

PropertyDescription
Full Admin AccessHas complete control over all features
Cannot Be RemovedThe owner cannot be removed from the account
Cannot Change RoleThe owner's role cannot be modified
Billing ResponsibilityResponsible for billing and subscription management

Team Management Best Practices​

🎯 Start with Key Personnel

Invite primary security team members first before expanding to other stakeholders. This ensures your core team is operational before adding viewers and peripheral users.

🔒 Follow Least Privilege

Assign the minimum permissions needed for each role:

  • If they only need to view, make them a Viewer
  • If they need to manage agents, make them a Member
  • Only grant Admin to those who need full control
✉️ Provide Context

Use the welcome message to explain:

  • Why they're being invited
  • What they'll be responsible for
  • Who to contact with questions
🔄 Review Regularly

Periodically review team access:

  • Remove inactive accounts
  • Downgrade unnecessary permissions
  • Verify role appropriateness after job changes
👥 Maintain Multiple Admins

Ensure at least two people have admin access for continuity:

  • Prevents lockouts if one admin is unavailable
  • Enables approval workflows
  • Provides backup for critical operations

What's Next?​

GuideDescription
Roles & PermissionsDetailed breakdown of what each role can do
Multi-Factor AuthenticationSet up MFA for enhanced account security
User ActivityMonitor team member actions

Need Help?​

Having trouble with team invitations? Check our troubleshooting guide or contact support.

Support

Contact Support for assistance with team management.