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Manage members

Shows how to invite members to an Organization and set their roles, and how to add members to a Workspace and manage their Workspace roles.

1. Management order and seats

①Management order

  1. Invite to the Organization. Set an Organization role (Admin or Member) and, if needed, grant Workspace access at the same time.
  2. Add to a Workspace. Add Organization members to a Workspace and set their Workspace role.

For what each role can do, see the role tables in Core Concept.

ActionWhereRequired permission
Invite members, change Organization roles, remove membersSettings > Organization > User ManagementOwner or Admin
Assign AdminsSettings > Organization > User ManagementOwner or Admin
Add Workspace members, change Workspace rolesSettings > Workspace > User ManagementOwner, Admin, or Workspace Admin

②Seats

Each member uses one seat. An invitation waiting to be accepted (Pending) also counts as one seat. Check used seats / total seats under Seats in the top right of the list. For now every Organization has 3 seats, so up to 3 members can work together (for example, Seats 2 / 3).

2. Invite members

①Invitation rules

  • You can invite as many people as you have seats left.
  • Invitations expire after 7 days.
  • Both the Owner and Admins can choose Admin.
  • For a Member, you can grant a Workspace and role (Workspace Admin, Editor, Viewer) in Workspace access at the same time. You can also leave it empty and set it later.

  1. 2-1Review the list

    1. Open the Members tab in Settings > Organization > User Management.
    2. Check used seats / total seats under Seats in the top right.

    The Workspace column shows All workspaces for Owners and Admins.

  2. 2-2Send invitations

    1. Click + Invite Members.
    2. Enter emails in Email addresses.
    3. Choose an Organization Role.
    4. For Member, choose a Workspace and role in Workspace access.
    5. Click Send Invitation.
    • If you enter more emails than you have seats left, the field shows the error You've exceeded the seat limit. Remove 1 account. and Send Invitation is turned off.
    • If all seats are taken (including pending invitations), clicking + Invite Members opens the Not enough seats dialog instead of the invitation dialog.

3. Manage invitations

①Invitation status

StatusMeaningWhat you can do
PendingWaiting to be acceptedResend (sends a new link and invalidates the old one), Revoke (cancels it and frees the seat)
ExpiredExpired after 7 daysResend, Delete
DeclinedThe recipient declinedDelete. You can invite the same email again at any time.

  1. 3-1View the list

    1. Click the Invitations tab.

  2. 3-2Resend

    1. Click Resend on the row.
    2. In the confirmation dialog, click Resend.

    The new link is valid for 7 days.

  3. 3-3Revoke an invitation

    1. Click Revoke on a Pending row.
    2. In the confirmation dialog, click Revoke. The reserved seat is freed.

  4. 3-4Delete an invitation

    1. Click Delete on a Declined or Expired row.
    2. In the confirmation dialog, click Delete.

4. Edit member info

①Editing rules

  • When you change a Member to Admin, they get access to all Workspaces. Their existing Workspace assignments are saved and come back as they were if you change them back to Member.
  • The Owner and Admins can edit and remove every member except the Owner and themselves, including other Admins. Your own row has no Edit.
  • A removed member immediately loses access to all Workspaces. The evaluation data they created stays in the Workspace.

  1. 4-1Open Edit Member

    1. Click Edit on a member row.
    2. Review the member info.

  2. 4-2Change role and Workspaces

    1. Change the Workspaces and roles in Workspace access.
    2. If you change the role to Admin, a notice says the member will have access to all Workspaces.
    3. Click Save.

  3. 4-3Remove from the Organization

    1. Click Remove from Organization.
    2. In the confirmation dialog, click Remove.

5. Manage Workspace members

①Inherited permissions

Organization Owners and Admins are automatically Admins in every Workspace. These permissions can't be changed at the Workspace level, so there's no Edit Role button for them.

For what each role can do, see the Workspace role table in Core Concept.

  1. 5-1Review the list

    1. Open Settings > Workspace > User Management. Check the inherited permission rules in the notice at the top.
    2. Owner and Admin rows have no Edit Role.

  2. 5-2Add members

    1. Click + Add Members.
    2. Check the members to add.
    3. Choose a Workspace role for each member.
    4. Click Add.
    • The list shows only Organization members who aren't in this Workspace yet.
    • The Owner and Admins see Can't find someone? Invite them to the organization. and the Go to Organization User Management → link.
    • Workspace Admins can't invite, so they see only Can't find someone? Ask an organization Owner or Admin to invite them. with no link.

  3. 5-3Change a role

    1. Click Edit Role on a member row.
    2. Choose a new role.
    3. Click Save.
    4. If you change the role to Viewer, click Change Role again in the confirmation dialog.

  4. 5-4Remove from the Workspace

    1. Click Remove from Workspace in the Edit Role dialog.
    2. In the confirmation dialog, click Remove. The member stays in the Organization.

Frequently asked questions

Why does the Not enough seats dialog appear when I click + Invite Members?Because there are no seats left.
Cause
Pending invitations waiting to be accepted also use one seat each. With no seats left, this dialog opens instead of the invitation dialog. In the invitation dialog, entering more emails than seats left shows an error in the field and turns off Send Invitation.
Solution
Revoke Pending invitations you don't need or remove members to free seats.
What should I do if the person I'm looking for isn't in the Add Members list?If they're not in the Organization, invite them to the Organization first. People already in this Workspace don't appear in the list.
Cause
You can add only Organization members to a Workspace.
Solution
If you're the Owner or an Admin, go to Go to Organization User Management → and invite them first. Workspace Admins can't invite, so ask the Owner or an Admin to invite them.
Why is there no Edit Role on Owner or Admin rows?Because their permissions are inherited from their Organization role.
Cause
Owners and Admins are automatically Admins in every Workspace.
Solution
Change their Organization role in Organization User Management.
Why does a confirmation dialog appear when I try to close Add Members after making selections?Because the members and roles you selected haven't been saved yet.
Cause
When you click Cancel, it asks whether to discard your selections.
Solution
Click Keep Editing to continue, or Discard to throw them away.

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