Resend an invitation or handle a seat limit

Overview

An invitation that has not been accepted sits in Pending Invites on the Users page. You can resend the invitation email at any time. If the system blocks a new invitation because you have hit your seat cap, you need to free a seat (delete an inactive user) or upgrade your plan to free one before sending. This article covers both.

Who This Workflow Is For

This workflow applies to Admin and Business Owner.

Before You Start

MFA must be set up on your account if you intend to make a Manage Plan change to add seats — see Set up MFA. To resend an invite you need the relevant user’s record in Pending Invites.

Step-by-Step Process

Resend an invitation

1. In the left sidebar, select Users.
2. Scroll to the Pending Invites section near the top of the page. Pending invites have status Pending.
3. Locate the invitee.
4. Select Resend. An updated invitation link is sent to the user’s email address.
5. Ask the invitee to check their inbox (and spam folder if needed) and follow the link to accept.

Handle a seat limit blocking an invitation

1. You try to invite a new user and MyApprentice surfaces a seat-limit message — the invitation is blocked.
2. Decide how to resolve:
   • Free a seat by deleting a user. Go to Users, find an inactive user, complete the MFA prompt, and select Delete. The deleted user no longer counts against the seat cap. See Delete or restore a team user.
   • Upgrade the seat count. Open Business Settings → Subscription, select Manage Plan, complete the MFA prompt, increase the seat count using the + control, and select Update plan.
3. Once a seat is available, return to Users and retry the invitation. The invitation can be sent if a seat is available.
4. The invited user receives the invitation email and can accept and join.

What Happens Next

A resent invitation arrives in the invitee’s inbox with a fresh acceptance link. Once they accept, they appear in the active Users list and consume one seat. After freeing a seat or upgrading, the active user count moves back under the cap, the over-seat overlay (if shown) is removed, and your new invitation can go out.

Common Issues

• Invitation email still not received. Resend, confirm the email address on the pending invite is correct, and ask the user to check spam. Verify your own outbound email settings or check with your IT.
• Seat-limit message returns after deletion. Wait for the change to apply, then retry. If the issue persists, sign out and back in to refresh your session.
• MFA prompt on Manage Plan. Manage Plan and Manage Billing are MFA-gated. Set MFA up if you have not yet — see Set up MFA.
• Over-seat overlay blocking the app. If your active users exceed the cap (for example after restoring a user), MyApprentice shows a non-dismissible overlay blocking the app until you free a seat or upgrade.
• Want to revoke a pending invite. Delete the pending invite from the Users page if needed; this frees the slot without affecting any active user.

Related Guides

• Invite a team member
• Delete or restore a team user
• Review your subscription and billing
• Set up MFA