Understanding member status
When you invite someone to your organization, they pass through two states before they can work in Label Studio:
- Not activated — the invitation hasn't been accepted yet. The person hasn't logged in or set a password. Members in this state don't count toward your seat limit.
- Pending — the person has accepted the invitation and can log in, but hasn't been assigned a role yet. They can't access any projects until a role is assigned.
If a member is stuck on "Not activated"
- Confirm they received the invitation email — ask them to check spam, or whether their email provider is blocking mail from hello@humansignal.com.
- Reset and resend the invite link: go to Organization > Members > Invite Members > Invite link > Reset, then share the new link directly rather than relying only on email.
- Have them open the link in an incognito/private browser window to avoid cached sign-up state from a previous attempt.
- If they still can't sign up — for example, an "Incorrect email & password" error, or "user with this email already exists" — contact Support with the person's email address. This sometimes needs a manual account-state fix on our end.
If a member is stuck on "Pending"
As an Admin or Owner, assign the member a role from the Members page. If the role assignment doesn't take effect, the most common cause is that your organization's seat limit has been reached — assigning a role (not just sending the invite) is what counts against your seat count. Check your seat usage from Organization > Usage & License. If you're at your limit, either deactivate a member you no longer need or add seats before assigning the new member's role.
Related articles
- What to do when your Label Studio invite link expires
- How do I add seats in LabelStudio?