Work togetherWorkspaces
Roles and invitations
What each role may do, how to invite people, and who is in a workspace.
Roles
| Role | What they can do |
|---|---|
| Owner | Everything. There is one owner, who cannot be removed. Only the owner can transfer the workspace, delete it, and lend connections to the team. |
| Admin | Manage people (invite, remove, change roles, set spending limits), rename the workspace and change its picture, read the audit log, set which connectors are allowed, share a single app and its guests, move apps out, delete apps to the trash and restore them, buy domains, export app data, clear app data and resume app letters. |
| Editor | Build, change and publish apps, and change who may open a published app. Can make a new app in the workspace. |
| Viewer | Open apps and look at them, without changing anything. |
Owners and admins change someone's role from the list in Settings, then People. Anyone but the owner can leave a workspace with the × on their own row.
An admin cannot make anyone the owner: the role list offers Admin, Editor and Viewer. To hand the workspace over, see Transfer ownership.
These are roles in the workspace. They are not the Team member switch on an app's own accounts, which lets one of an app's users see everything saved in that app. See Working as a team.
Invite people
In Settings, then People, there are two ways in:
Add members: type one or more email addresses, separated by commas, and pick a role. Each person gets an email with their own link, which works for 14 days. If the email cannot be sent, copy their link from the list and send it yourself.
Invite link: one link for the whole workspace, to send to your team. Pick the role it gives, and press Copy. It works for 14 days. Regenerate makes a new one and stops the old one working, and Delete takes it away.
The person opens the link, signs in or makes an account, and joins with that role. Until then, they are in the list marked Invited, with the date it expires, a button to copy their link again and one to withdraw the invitation. Inviting the same address again replaces the old invitation and starts the 14 days again.
Good to know about invitations
- An email invitation is used up when it is accepted. The workspace invite link works for as many people as open it, until it expires or you delete it.
- The link, not the email address, is what lets someone in. Whoever opens it joins, so send it to a person and not to a public post.
- If the person is already in the workspace, their invitation is left alone and they are told so.
- The invitation page says what the role allows, for example that an editor can build, edit and publish the team's apps. A guest invited to one app is told they get that app and nothing else in the workspace.
- Only a Business workspace can invite people, and the owner's plan decides. A workspace whose owner leaves Business keeps its people and its apps but stops growing: nobody new can be invited and no app can be added or moved in.
People
Settings, then People, shows how many members, guests and apps the workspace has, then everyone in it: their apps, their last change, when they joined, their spending limit and their role. Search by name, email or role, filter by role, and Export the list as a CSV file with each person's name, email, role, status and when they joined or were invited, pending invitations included. A guest on a single app is counted under guests, not members.
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