Users, invitations, and teams
Invite people, choose workspace roles, create teams, and keep access current.
Adding people is where access decisions get made, usually quickly and under pressure. A few habits at invite time save a lot of cleanup later.
Invite with the role you mean
Choose the role at the point of invitation rather than promoting later to unblock someone. Members work on assigned tasks, Managers shape structure and run automations, and Admins manage settings, teams, backups, and the audit log. Owners hold account-level authority including deletion and restore.
Understand seats and guests
Internal teammates occupy seats and are what you pay for. Clients are invited as guests, are attached to specific projects, and never count as a seat. On paid plans guests are free and unlimited, so there is no reason to share an internal login with a client.
Know how invitations behave
An invitation creates an account in an invited state with a single-use link, and that link expires after seven days. Until it is accepted the person cannot sign in. If an invitation expires or goes to the wrong address, issue a new one rather than trying to reuse the old link.
Use teams for shared ownership
A team groups people who share a queue of work. Within a team, someone can be a team lead, which governs that team's membership and routing without granting workspace-wide authority. This is how you give someone operational leadership without making them an Admin.
Review access on a schedule
Once a quarter, check that leavers are disabled, that Admin is held only by people who need it, and that guest shares still point at live engagements. Access accumulates quietly, and a short scheduled review is far easier than an audit prompted by an incident.
Worth remembering
- A guest invitation must name at least one project to share, since guest access is project scoped.
- Invitation links are single use and expire after seven days.
- Admin and Manager roles are available on Studio and above.
Common questions
No. Guests are free and unlimited on paid plans and are never counted as billable seats.
Check the address, then issue a fresh invitation. Links are single use and expire after seven days.
Related guides
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