Members and Roles

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Overview

A team workspace can have many members, and each one has a role. The role decides what they can see and change. A personal workspace has only you, so it has no members to manage. You manage members in Settings > Members. Owners, admins and members can open this tab; only owners and admins can change anything on it.

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Roles

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What each role can do

¹ Admins can invite members and viewers, not admins. ² Admins can act only on members and viewers, and can only give those roles. A few details:

• Any member can connect their own Google Drive, OneDrive, SharePoint, Dropbox, Gmail or Outlook account, if the plan includes connected accounts. Owners, admins and members can see which accounts are connected and who connected them. Only the person who connected an account can browse it or import from it.
• Signature requests are private to the person who sent them, whatever their role. File requests are visible to everyone who can open workspace settings.
• Usage in settings is open to owners, admins and members. Billing is the owner’s only.

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Invite people

Owners and admins can invite people. Each invitation sends an email. The person must accept before they can see anything in the workspace.

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Invite one person

1. Open Settings and choose Members.
2. Type an email in Invite by email.
3. Pick a role next to it. Member is selected by default.
4. Click Invite.

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Invite several people

1. Click Invite multiple people at once. The Invite members dialog opens.
2. Enter an email and pick a role for each person. Click Add another for more. You can also paste several addresses separated by commas.
3. Click Send N invites.

You can’t invite someone who’s already a member or already has a pending invitation. The form tells you before you send.

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Seats

On plans billed per seat, every member and every pending invitation takes a seat. If all your seats are in use, a notice says how many more you need:

• If you’re the owner, the button changes to Add seat & invite (or Add N seats & send N invites). The notice shows the price per seat. The seats are added to your bill, prorated from today, and then the invitations go out.
• If you’re an admin, you can’t add seats. The notice says to ask the workspace owner to add them in Settings > Billing.
• On some plans, seats are added by our team. The notice says to contact support.

See Plans & Pricing for seat pricing.

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Pending invitations

Invitations that haven’t been accepted are listed under Pending invites. Owners and admins can change a pending invitation’s role, or click Remove to cancel it. Cancelling an invitation makes the seat it was holding available again.

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Change someone’s role

1. Open Settings > Members.
2. Click the role next to the person’s name and pick a new one.

Who can change what:

• The owner can change anyone’s role except their own, and can make people admins.
• Admins can switch people between Member and Viewer. They can’t change another admin, and they can’t make anyone an admin.
• Nobody can change their own role here.
• The owner’s role changes only by transferring ownership.

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Remove someone

1. Open Settings > Members.
2. Click Remove next to the person and confirm.

What happens:

• They lose access to the workspace right away.
• Files they created stay in the workspace.
• Storage and email accounts they connected in this workspace are disconnected, and their workflow enrollments end.

Who can remove whom:

• The owner can remove anyone except themselves.
• Admins can remove members and viewers, but not other admins.
• The owner can’t be removed. Ownership must be transferred first.

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Transfer ownership

Only the owner can transfer ownership, and only to someone who has already accepted their invitation.

1. Open Settings > Members.
2. Click Make owner next to the person.
3. Confirm.

The new owner takes over billing, member management and the right to delete the workspace. You become an admin. Only the new owner can transfer it back.

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Leave a workspace

There’s no Leave button. To leave a workspace:

• Ask the agent, for example “Remove me from this workspace.” It asks you to confirm first.
• Or ask an owner or admin to remove you.

The owner can’t leave. Transfer ownership to someone else first, then leave as an admin.

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What viewers see

Viewers can’t open workspace settings, so they don’t see the member list. If they ask the agent who’s in the workspace, they get the number of people in each role, not names or emails.

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Manage members through the agent

Owners and admins can ask the agent to manage people, for example “Invite sam@example.com as a viewer” or “Make Priya an admin.” The agent can:

• List members and pending invitations
• Invite people, with a role for each
• Change a role, or transfer ownership
• Remove people or cancel invitations
• Send a pending invitation’s email again

It follows the same rules as the Members tab, and asks before each change. Click Allow or Not now.

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Troubleshooting

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What’s next?