Invite Your Team

Getting the right people into a project — with the right roles — is one of the most important setup steps. Vanillaround’s two-role model means invitations carry real meaning: a Client can approve requirements, a Provider cannot.

Inviting individuals

1. Open your project and go to Settings → People
2. Click Invite
3. Enter the person’s email address
4. Select their role: Provider or Client
5. Click Send Invitation

The invitee receives an email with a personalised link. If they don’t yet have a Vanillaround account, they’ll be prompted to create one as part of accepting the invite.

Adding a whole team

If your organisation has pre-configured teams (see Teams), you can add an entire team to a project at once:

1. Go to Project → People → Add Team
2. Select the team from the list
3. Choose the role that applies to all team members being added

This is the fastest way to onboard a delivery team or a group of stakeholders to a new project.

Roles recap

Provider — can write and edit specs, create and configure cards, submit cards for approval, and sync to Jira. Cannot approve their own cards.

Client — can read specs, view card details, and approve or reject requirement cards. Cannot create or edit spec content.

If someone needs to do both (e.g. a product owner who also writes specs), add them as a Provider. Approval permissions can be delegated explicitly through the card members system.

Managing invitations

Pending invitations are visible in Project → People. From there you can:

• Resend an invitation if the email was missed
• Cancel a pending invitation before it is accepted

Removing a member

To remove someone from a project, find them in Project → People and use the remove action. This does not delete their account — it only removes their access to this specific project.