Invite someone

Under “Invite someone”, enter an email address and a role; the person receives an invitation link that is valid for 14 days.

Executive managementIT & data protection

Purpose

New members only join the organization by invitation. This way the owner and administration decide who belongs and with which role someone starts.

How it works

WorkspaceTeamInvite someone

Open “Team” in the left column.
Under “Invite someone”, enter the “Email address”.
Under “Role”, choose “Administration”, “Executive management”, “Head of department” or “Employee”; “Employee” is preselected.
Click “Send invitation”. “Invitation sent.” appears.
Follow the status in the list below: “Valid until” with a date, or “Accepted”.

RightsIllustration

Entire companyDepartmentRestrictedSales looks for HR data✕ No accessVisible to the department

Microphone only after your click
Four-eyes principle
Data in Frankfurt am Main
Every approval in the log

Fig. 1 Roles and departments determine who may read which visibility scope; the database checks this on every access.

Who may invite

The “Invite someone” form and the list of invitations are seen by “Owner” and “Administration”. The role “Owner” cannot be assigned.

The invitation email

The email has the subject “Einladung zu Universe Memory” (invitation to Universe Memory), names the organization and contains the link “Einladung annehmen” (accept invitation). The link is valid for 14 days and only once.

If Universe Memory reports “Invitation created.” instead of “Invitation sent.”, the invitation is saved but the email has not gone out. You then find the link in the list of invitations under “Invitation link to share”; give it to the person another way.

The address must match

An invitation can only be accepted with an account whose email address exactly matches the invited address; upper and lower case do not matter. The action is recorded in the log.

Tips

Invite with the address the person uses for work; the invitation cannot be accepted with a different address.

Assign the role to match the task; you can change it later under “Members”.

Frequently asked questions

How long is an invitation valid?

14 days. After that a new invitation is needed.

Who may invite?

The owner and administration.

What does “Invitation created.” mean?

The invitation is saved, but the email was not sent. You find the invitation link in the list of invitations and can pass it on yourself.

Related features

Accept an invitationOpen the link from the invitation email, create an account if needed and become a member with “Join”.Roles and rightsFive roles: owner, administration, executive management, head of department and employee, each with clearly defined rights.Create an organizationSet up an organization on your first visit to the workspace and become its owner.

As of: 23/10/2026 · Concept & lead: Alexander Holtermann