People and invitations

Admin → People lists everyone in the organisation with their role, their status and when they joined. Admin → Invites lists the invitations sent to people who have not joined yet, and the ones that have been used, revoked or have run out. Both are open to owners and admins.

Inviting someone#

1. 1

   Open People

   Go to Admin → People and choose Invite person.

2. 2

   Enter their email and a role

   The role starts as Viewer. Choose the role they need now; you can change it later. See Roles for what each one can do.

3. 3

   Send the invitation

   They receive an email with a link to join. The link works for 14 days.

If your organisation uses single sign-on, you do not have to invite everyone: a person who signs in through your identity provider for the first time joins as a viewer. See Identity and single sign-on.

Seats#

A seat is someone who can create and publish work. The roles that take a seat are Owner, Admin, Workspace admin and Publisher. Security admin, Billing admin and Viewer do not, so viewers are free and unlimited on every plan. Approvals, reviews and requests for information are open to everyone in the organisation and never need a seat.

The seat count is checked at three moments, and a change that would go past your plan is refused with a message saying so:

• When you invite someone to a seat role. Pending invitations count as well as seated members, because an invitation is a promise of a seat. Each address is counted once, an expired invitation counts for nothing, and inviting someone who is already a member does not count them twice.
• When someone accepts. The seat is taken at this point, so if the plan changed or other invitations were accepted first, acceptance can be refused.
• When you promote someone into a seat role, or reactivate a suspended member who holds one.

Changing a role#

Pick a new role from the menu on the person's row; it takes effect straight away. You cannot change your own role, and the last active owner cannot be moved to another role — an organisation always keeps at least one. Every change is recorded in the audit log with the previous and new role.

Suspending and removing#

Suspend

The person can no longer open the organisation, and a seat they held is freed. Their membership, role and history stay, so Reactivate brings them back as they were — provided a seat is free if their role needs one.

Remove

Deletes their membership. To bring them back, invite them again. What they did stays in the audit log, attributed to them.

You cannot suspend or remove yourself, and you cannot suspend or remove the last active owner.

The invitations list#

Admin → Invites shows the 200 most recent invitations of every kind: to the organisation, to a workspace, and guest invitations to a single report. Each row has the address, the role offered, who sent it, when it expires and its status.

Pending

Sent and not yet used. Only pending invitations can be resent or revoked.

Accepted

The person joined.

Expired

Not used within 14 days. Send a new invitation from People.

Revoked

Cancelled by an administrator. The link no longer works.

Resend sends a fresh invitation with a new link and a new 14-day window, and revokes the old one, so only the newest email works. Revoke cancels an invitation outright, and frees the seat it was holding.

What is recorded#

Invitations, role changes, suspensions, reactivations and removals each write an event to the audit log, with the administrator who made the change.