Team Members

The Team Members feature allows Team plan subscribers to invite collaborators and share access to MinuteMail resources. This page explains how to manage team invitations, member roles, and permissions.

Overview

Team Members functionality is exclusive to the Team plan ($49/month or $470/year). It includes:

• 5 team members included in the base plan
• Shared resource quotas across all team members
• Centralized billing managed by the team owner

Accessing Team Management

1. Click the profile menu in the top-right corner
2. Select Manage Members
3. You’ll see the Members Management page

Roles and Permissions

Owner

The team owner (account creator) has full access to:

• Invite and remove team members
• View all team resources
• Manage billing and subscription
• Access member mailbox metadata (addresses, creation dates)
• Configure team settings
• Manage API keys and domains

Privacy Note: Owners can see that members’ mailboxes exist but cannot read the actual email content inside member mailboxes.

Team Member

Team members have access to:

• Create and manage their own mailboxes
• View only their own email messages
• Create API keys scoped to their domains
• View team usage statistics (read-only)

Restrictions: Members cannot:

• View other members’ mailboxes or messages
• Access the team management page
• Modify billing or subscription
• See owner’s private mailboxes

Inviting Team Members

Step 1: Send Invitation

1. Navigate to Members Management
2. In the “Invite New Member” section:
   • Enter the invitee’s Email Address
   • Click Send Invite
3. An invitation email is sent to the specified address

Step 2: Invitation Delivery

The recipient receives an email with:

• Invitation link to join the team
• Team name and owner information
• Link expiration details (valid for 7 days)

Step 3: Invitation Acceptance

The invitee has several options:

Scenario A: New User (No MinuteMail Account)

1. Click the invitation link
2. Prompted to Create account
3. Fill in email and password
4. Account created and automatically added to team
5. Redirected to team mailboxes

Scenario B: Existing Free User

1. Click the invitation link (must be logged in)
2. Prompted to Join team
3. Click “Accept invitation”
4. Plan automatically upgraded to Team Member
5. Now part of the team with shared resources

Scenario C: Existing Paid User (Hobbyist/Pro)

1. Click the invitation link
2. Error message displayed: Cannot join team while on another paid plan
3. Must first cancel their current subscription
4. Then can accept the team invitation

Why? A user cannot be on multiple paid plans simultaneously.

Managing Invitations

Viewing Pending Invitations

The “Invitations” section shows:

• Email Address - Who was invited
• Status - Pending, Accepted, or Expired
• Sent Date - When invitation was sent
• Expiration - When invitation expires (7 days)
• Actions:
  • Resend - Send invitation email again
  • Cancel - Revoke the invitation

Invitation States

• Pending - Sent but not yet accepted
• Accepted - Invitee joined the team successfully
• Expired - Invitation link expired after 7 days
• Canceled - Owner revoked the invitation

Resending Invitations

If an invitation is lost or expired:

1. Find the invitation in the list
2. Click Resend
3. New invitation email sent with fresh link

Canceling Invitations

To revoke a pending invitation:

1. Find the invitation in the list
2. Click Cancel
3. The invitation link becomes invalid
4. Invitee can no longer join the team

Managing Active Members

Viewing Team Members

The “Members Management” section displays all active team members:

Each member card shows:

• Name/Email - Member identification
• Role - Owner or Team Member
• Joined Date - When they joined the team
• Mailbox Count - Number of active mailboxes they own
• Last Active - Recent activity timestamp
• Actions - Remove member (Owner only)

Removing Team Members

To remove a member from the team:

1. Locate the member in the list
2. Click Remove next to their name
3. Confirm the removal
4. Member loses access immediately
5. Their mailboxes are deleted (cannot be recovered)

Warning: Removing a member is permanent. All their mailboxes and messages are deleted. Export any needed data first.

Member Limitations

After removal, the former member:

• Can no longer access team resources
• Reverts to Free plan (if they had no prior paid plan)
• Loses all team mailboxes
• Keeps their account (can sign up for individual plan)

Resource Sharing

Team members share quotas:

Shared Resources

• API Calls - 50,000/day total across all members
• Active Mailboxes - 200 total (not per member)
• Archived Mailboxes - 1,000 total shared pool
• Custom Domains - 20 total for the team

Individual Accountability

While quotas are shared, the system tracks:

• Which member created each mailbox
• API calls per member for usage analytics
• Individual storage consumption

Privacy and Security

MinuteMail enforces strict isolation between team members:

Row-Level Security (RLS)

The platform uses RLS to ensure:

• Members can only access their own mailboxes
• Members cannot read each other’s email content
• URL manipulation cannot bypass access controls
• API calls respect user permissions

Owner Visibility Boundaries

What Owners CAN see:

• Member mailbox addresses and metadata
• Member mailbox count and quota usage
• Team-wide usage statistics
• Member names and join dates

What Owners CANNOT see:

• Email message content in member mailboxes
• Message subjects or senders
• Attachment contents
• Member API keys

Testing Security Isolation

You can verify these boundaries yourself:

1. Create two team members
2. Have each create a mailbox and receive an email
3. Log in as member A
4. Attempt to access member B’s mailbox URL
5. System returns 403 Forbidden error

Billing for Team Members

Included Members

• Team plan includes 5 seats
• No additional charge for first 5 members

How Billing Works

1. Team owner’s card is charged for all members
2. Removing members reduces next billing amount (prorated)

Best Practices

Invitations

• Verify Email Addresses - Double-check before sending
• Use Work Emails - More professional and trackable
• Set Expectations - Inform members about their access level
• Track Invitations - Monitor who has accepted

Member Management

• Regular Audits - Review member list quarterly
• Remove Inactive - Free up seats for active users
• Document Roles - Keep internal record of member responsibilities
• Export Data Before Removal - Back up critical mailboxes

Security

• Monitor Usage - Check for unusual activity
• Rotate Members - Update team when employees leave
• Educate Team - Ensure members understand privacy policies
• Use Strong Passwords - Require all members to use secure credentials

Troubleshooting

Invitation not received

• Check spam/junk folder
• Verify email address was typed correctly
• Resend the invitation
• Try a different email address

Cannot accept invitation

• Ensure you’re logged into the correct account
• Cancel existing paid plan first (if applicable)
• Check if invitation has expired
• Ask owner to resend

Member removed accidentally

• Removal is permanent - mailboxes cannot be restored
• Contact support immediately (may be able to help within 24 hours)
• Member must be re-invited and will start fresh

Quota issues

• Check Usage page for team totals
• Identify which members are consuming resources
• Remove unused mailboxes across team
• Upgrade plan if consistently hitting limits

Future Enhancements

Planned features for team collaboration:

• Shared mailbox pools for team projects
• Member-specific quota allocations
• Advanced permission controls
• Team activity audit logs
• Member usage reporting dashboard

Contact support to request priority for features you need.