Administration Members and invitations
Members and invitations
Members lists the people in your workspace and the invitations still waiting. Each person holds one role, which decides what they can do. See Roles and permissions.
Who can do it
Every member can read the list. Invite members and the row menus need Manage members (members:manage), which the Owner and Admin roles hold. Without it you see "You need permission to manage members."
You can only give a role whose permissions you hold yourself. An Admin cannot make an Owner. In the role list, a role you cannot give is shown disabled.
Invite people
- Open Settings › Access › Members and choose Invite members.
- Under Email addresses, type or paste addresses, separated by commas. You can invite up to 20 people at a time.
- Choose a Role. The list shows one line under each role.
- Choose Send 3 invitations (the button counts the valid addresses). An address that is not valid stays on screen and is left out.
Each invitation works once and expires in 7 days. If email is not set up on your deployment, the dialog says "Email is not set up on this deployment." and gives you each invitation's link to pass on yourself.
Change a role, remove a member, or manage an invitation
Open the ⋯ menu on a row.
- On a member: Change role… and Remove…. Removing tells you the person loses access to this workspace. You cannot use these on yourself, or on a member whose role has permissions you do not have; the menu then says "Their role has permissions you don't have."
- On an invitation (marked Invited): Resend, Copy link… (only when email is not set up) and Revoke…. A new link replaces the old one; the old one stops working.
Every column
| Column | What it shows |
|---|---|
| Name | The person's name and address. You marks your own row. |
| Role | The role they hold. |
| Sign-in | SSO or Password. |
| Last active | When they were last seen, or Never. For an invitation, Expires in 5 days, Expires today or Expired. |
Use Search by name or email to narrow the list.
When it goes wrong
- You can't give a role with permissions you don't have. Choose a role you hold the permissions of.
- You can't change your own role. Ask another Owner or Admin.
- You can't remove yourself. Ask another Owner or Admin.
- A workspace needs at least one owner. Make someone else an Owner first.
- You can't change a member whose role has permissions you don't have. An Admin cannot change an Owner.
- Invite between 1 and 20 people at a time. Send fewer.
- … is already a member., … already has an invitation. and … is not an email address. Each starts with the address concerned. The server refuses the whole batch and names each problem. Fix them and send again.
- The … plan allows … members, and this workspace has that many. The sentence names your plan and its limit. Pending invitations count towards the limit. See Plan and licence.
- On the invitation page: This invitation has expired., This invitation was revoked., This invitation has already been used. Ask for a new one. An account with this email already exists. Sign in to accept. Sign in, then open the link again.
With the API
Not available with an API key. A key can never invite, remove or re-role members.