Who can invite users
Inviting people to folders is a permission-controlled action. You can invite users if you are either:
An account Owner or Manager - you can invite into any folder
A folder Admin in the folder you want to invite into.
If you do not have any of these roles, the Invite users and Manage Users buttons will not appear. Learn more about account-level roles and folder-level roles.
Invite users from the My Folders dashboard
Use this option when you want to invite one or more people and give them access to several folders at once.
Go to My Folders dashboard.
Click Invite users.
A window opens where you fill in the invitation details:
Enter the email address of the person you want to invite. To invite several people at once, separate the addresses with a comma.
Choose the folder role - Admin or User - that the invitee will get on every selected folder.
Select the folders you want them to have access to. You can pick individual folders or choose select all.
Send the invitation.
The folder list only shows folders where you are allowed to invite people.
👉 Can I invite the same person to several folders in one go?
Yes. Select multiple folders in the invitation window and the invitee will be granted the same folder role on every selected folder. If the person already has access to one of those folders, their existing role on that folder is updated to the new role.
👉 Can I assign different roles to the same person on different folders?
Not in one invitation. The role you choose is applied to every folder you select in that invitation. To give someone different roles on different folders, send separate invitations or adjust their role per folder afterwards.
Invite users to a single folder
If you only need to add people to one folder, you can invite them from inside that folder. To invite user to a specific folder, follow these steps:
Open the folder you want to add users to.
Click Manage Users.
Enter the email addresses, choose the folder role, and send the invitation.
👉 When to use Manage Users instead of Invite users?
Use Manage Users when you only need to change who has access to one folder - for example, adding a colleague to a single client folder, or reviewing who currently has access. Use Invite users from the dashboard when you want to give someone access to several folders in one step.
If you are an Owner or Manager, you can also use the Invite user button to assign yourself access to specific folders.
Choosing the folder role
Every invitation requires a folder role. The role you choose controls what the invitee can do inside the folder.
User - can work with documents in the folder (import, process, export, use automation settings). A User cannot invite or remove other people and cannot change folder settings.
Admin - can do everything a User can do, plus manage folder settings and invite or remove other users on that folder.
For the full permission breakdown, see folder-level roles: Admin and User.
What the invitee receives and what access they get
When you send an invitation, Datamolino emails the invitee a link to accept it. What happens next depends on whether they already have a Datamolino account:
New to Datamolino - they are prompted to create a password and confirm the account before they can sign in.
Existing user - they sign in with their current credentials and the new folder access is added to their account.
In both cases, the invitee is also granted account-level Member access to the accounts behind the folders you selected. Member is the default account role for invited users - it gives them folder access but no account management or billing rights.
👉 Does the invitee need to create their own account?
Only if they are new to Datamolino. They will follow the link in the invitation email and set up a password. Existing users sign in with their current account, and the new folder access is added to it automatically.
👉 The person I invited has not received the email - what should I do?
Ask them to check their spam or junk folder first. If the email is not there, confirm with them that the address you used is correct. If everything looks right and the email is still missing, contact Datamolino support and we can resend the invitation.
Trial account limits
If your account is on a trial, you can send up to 20 invitations in total across all folders. Once that limit is reached, the invitation form will block further invitations until the account is upgraded. This limit applies only while the account is on a trial. Paid accounts have no invitation cap.
Remove a user from a folder
To remove someone's access to a folder, open the folder, click Manage Users, find the person in the list, and click Remove user.
Removing a user from a folder only affects that folder. Their access to other folders, and their overall Datamolino account, is not changed.
👉 Can I remove a folder Admin from a folder?
Yes, as long as that Admin is not also the account Owner. The system blocks removal of an account Owner from folders they own through account-level access.
👉 Can I remove someone's whole Datamolino access from here?
No. Manage Users only controls folder-level access. To remove a user from the account entirely, an account Owner or Manager must do it from account management.
Troubleshooting
👉 Don't see the Invite users or Manage Users button?
You need the right role to invite or manage users. If you are not an account Owner, an account Manager, or a folder Admin on the folder you are looking at, those buttons will not appear. Ask the account Owner or a folder Admin to either invite the person for you or upgrade your role.
👉 Getting a "You are not authorised to access this site" error when clicking Manage Users?
This means you do not have folder Admin rights on that folder. Only a folder Admin can manage users on a folder.
👉 The invitation form will not let me submit - what is missing?
An invitation needs three things: at least one email address, at least one selected folder, and a selected folder role. If any of these are missing, the form will not submit. On a trial account, also check whether you have reached the 20-invitation limit.