Usually easy to fix once you know where to look.
Quickest fix — resend
- Settings → Team.
- Find the person’s row.
- Click Resend invite.
New email goes out. If they still don’t see it, try the options below.
Check 1: Spam / junk folder
Most common cause. Some corporate email filters are aggressive. Ask them to check:
- Gmail: Spam folder → find the invite email → Not spam.
- Outlook: Junk → find the invite email → Not Junk + Add to Safe Senders.
- Corporate email (e.g. company-managed Microsoft 365): may be held by your IT team’s email gateway.
If spam is the cause, have them whitelist the @vacationflow.app domain so future product emails come through.
Check 2: Typo in email
- Settings → Team → click their row → Delete invite.
- Re-invite with the correct email.
The original wrong email gets nothing. No billing impact.
Check 3: Company email firewall
- Send from a Gmail/personal email as a workaround — they accept the invite, then update to their work email in profile settings.
- Ask IT to whitelist vacationflow.app — permanent fix.
Check 4: Their email was pre-existing in Vacation Flow
If they used that email on a different team in the past (rare), they’ll see "Account already exists" when they click the invite link. They log in at vacationflow.app with their existing credentials, then accept the new team invite from their dashboard.
Check 5: They accepted but never set a password
Sometimes people click the invite, see the "Set password" screen, and forget to finish. In Settings → Team they show as "Pending password setup". Resend the invite and ask them to complete the flow.
Worst case
Still stuck after working through the checks? Email info@vacationflow.app with their email address, your team name, and which check you’ve already tried.