Members, roles and teams

Members are the people who share a workspace. Each one has a base role that decides what they can do, and owners and admins can add custom roles and teams to fine-tune access without handing out more power than needed.

Everything on this page happens in Settings → Workspace → Members and permissions (click your name in the top bar, then Settings). Owners and admins can make changes there; other members can see who's in the workspace, and the roles and teams that exist.

In the members list, each person's badges show next to their name, if they have any. Hover over one to see which it is.

#Invite people

1. Go to Settings → Workspace → Members and permissions.
2. Type the address in Person's email.
3. Choose a Role: Member, Admin or Read-only. A line under the selector reminds you what that role can do.
4. Click Invite.

You'll see "Invitation sent to {email}." and the person appears under Pending invitations as "Waiting for them to accept — {role}".

A few things to know:

• People without an account can be invited too. They get an email with a link to sign up. They must create their account with that same email address: the invitation will be waiting for them inside.
• People who already have an account get an email and see the invitation in the app, in the workspace switcher and in Activity.
• You can't invite someone directly as an owner. Invite them as Admin or Member and change their role once they've joined.
• Invitations don't expire. They stay pending until the person accepts or declines, or you cancel them.
• Pending invitations count toward the member limit of the workspace's plan. See Member limits.
• If the email can't be sent, the invitation is still created and Tylode tells you so. Let the person know yourself: they'll find it when they sign in.

#Cancel an invitation

Under Pending invitations, click the × next to the invitation (Cancel invitation). The place it was taking up is freed straight away.

#Invite with a link

To avoid typing everyone's email (a class, a team getting started), create an invite link and paste it in your group. Anyone who opens it joins the workspace, even if they don't have an account yet.

1. Go to Settings → Workspace → Members and permissions.
2. Under Invite link, choose the role in Join as (Member or Read-only) and how long it lasts in Expires in (1, 7 or 30 days).
3. Click Create link and then Copy link. On a phone or tablet, in the browser, Share… appears next to it: it opens your device's share menu so you can send the link through whichever app you like.

Below the link you'll see the role people join with, when it expires and how many people have joined with it.

Good to know:

• There's one link per workspace. Change link creates a new one (with the role and expiry you have selected) and the old one stops working right away. Remove deletes it.
• You can't join as an admin with a link. A link can be forwarded without control; if someone should be an admin, change their role once they've joined.
• Plan limits still apply. If the workspace is already at its member limit, whoever opens the link sees that the workspace is full and doesn't join.
• Only owners and admins see the link and can create, change or remove it.

#Join with a link

When you open an invite link you see the workspace name, how many people are in it and the role you'll join with.

• If you don't have an account, click Create an account and join. After creating it and confirming your email, you come back to the same page.
• If you already have an account, click I already have an account, sign in and you come back to the same page.
• Once signed in, click Join the workspace. You join and it becomes your current workspace.

If your plan doesn't allow one more workspace, Tylode offers Freeze mine and join or See plans, just like when accepting an invitation. If you've just created your account, you aren't asked: your new, empty workspace is frozen and you go straight into the one from the link.

If the link has expired or been changed, you'll see "This link no longer works". Ask whoever sent it for a new one.

#Accept an invitation

When you're invited to a workspace:

1. Click the workspace name at the top of the sidebar (a red dot shows you have invitations), or open Activity (the bell in the top bar).
2. Under Pending invitations, click Accept. To turn it down, click Decline.

The workspace is added to Your workspaces and you can switch to it straight away. See Workspaces.

#When you're at your workspace limit

Your plan limits how many workspaces you can be in (Free 1, Pro 3, Premium unlimited). If you're already at the limit and click Accept, Tylode explains that your plan doesn't allow another workspace and offers two options:

• Freeze my workspace and join: your current workspace is frozen (it stays visible as read-only and you can go back to it whenever you want) and you join the new one.
• See plans: upgrade so you can be in more workspaces without freezing anything.

Frozen workspaces are explained in Workspaces.

#Change a member's role

1. Go to Settings → Workspace → Members and permissions.
2. In the member list, open the selector next to the person and choose Owner, Admin, Member or Read-only.

The change applies immediately and is recorded in the audit log. A workspace must always have at least one owner, so you can't change the role of the last owner.

#Remove a member

1. Go to Settings → Workspace → Members and permissions.
2. Click Remove next to the person, then click Sure? to confirm.

The person loses access to the workspace at once. The content they created stays in the workspace. You can't remove the last owner. Removals are recorded in the audit log.

#Base roles

Every member has exactly one base role:

The only difference between an owner and an admin is that only an owner can delete the workspace. For a detailed list of actions by role, see the matrix in Permissions and access.

#Custom roles

Custom roles let you give specific people extra permissions without making them admins. For example, a "Finance" role with Billing, or a "Community" role with Manage voice channels for a Read-only member.

Custom roles add to each person's base role: they never take away anything the person could already do. With no custom roles, the workspace works just with the four base roles.

#Create a custom role

1. Go to Settings → Workspace → Members and permissions and scroll to Roles.
2. Type a name in Role name (e.g. "Design") and click Create role. The role is created with no permissions and opens.
3. Optionally, pick a Role color.
4. Tick the permissions the role grants. They're grouped into Content, Voice and Administration.
5. Under Who has it, tick the members who get the role.

Every change saves as you make it. The collapsed role shows a summary such as "3 permissions · 2 members". If a person's base role already includes everything the role grants, their name shows "(their base role already grants it)": the role doesn't change anything for them.

To delete a role, click the bin icon next to it and click again to confirm. The people who had it keep their base role.

Only owners and admins can create, edit and assign custom roles.

#The 16 permissions

#Teams

A team is a named group of members, such as "Design" or "Sales". Instead of giving access to people one by one, you give it to the team in one go. Removing someone from the team takes away all the access they had through it at once.

#Create a team

1. Go to Settings → Workspace → Members and permissions and scroll to Teams.
2. Type a name in Team name (e.g. Design) and click Create.
3. Click Who's in and tick the members who belong to it. Click Hide to close the list.

To rename a team, click its name and type the new one. To delete it, click the bin icon (Delete team) and click again: any access given to that team is lost. Only admins and owners can create teams and change who's in them.

#Use teams to share

Teams appear wherever you choose who has access:

• In the Access button of boards, whiteboards and Studio documents. See Permissions and access.
• In a page's Share menu. See Share a page.

#Transfer ownership

To hand a workspace over to someone else:

1. Go to Settings → Workspace → Members and permissions.
2. Change the other person's role to Owner.
3. Change your own role to Admin, Member or Read-only, or ask the new owner to remove you.

A workspace can have several owners at once, and there must always be at least one.

#Member limits

How many people fit in a workspace depends on the workspace's plan (the best plan among its owners). Pending invitations count toward the limit.

If the workspace is full, inviting shows an error saying you've reached the plan's member limit. Cancel a pending invitation or remove a member to make room, or have an owner upgrade.

#Free accounts in paid workspaces

A Pro or Premium workspace can hold at most 2 people on the Free plan. The Members screen shows how many are in use, for example "Free accounts in this workspace: 1 of 2. Beyond that, new members need their own Pro or Premium plan." Nobody who is already inside is removed. More in Limits by plan.

#Related

• Workspaces
• Permissions and access
• Share a page
• Limits by plan