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Workspaces, team, roles and permissions: how to use guide
How to use
Workspaces, team, roles and permissions
Checked against the product on 27 August 2026
Workspaces, team, roles and permissions
A workspace is the container every lead, project, invoice and file lives in. One person can belong to several workspaces with a single login, and the workspace they have switched into scopes everything they can see.
The members page has a How to use button in its header.
The one thing to understand first
Membership and permission are two independent gates. Membership gets a person into the workspace. Their role decides what they can open once inside.
This is the most common support question in the whole platform, phrased as "I invited them but they cannot see anything". Somebody left on No role is a member of a workspace they can barely use.
How workspaces work
One account, many workspaces. You switch between the ones you are a member of from the header. The active workspace scopes every single request, so the same page shows different data in each one.
Membership is the record that matters. Being listed on the members page is what grants access, and it is re checked on every request. There is no way to see a workspace you were never added to, whatever role you hold elsewhere.
There is always at least one owner. The crown marks owners. The last remaining owner cannot be removed or deactivated, including by themselves, so a workspace can never end up with nobody in charge. Promote a second owner first.
You cannot delete your only workspace.
Every change here is audited: invites, role changes, removals, and workspace creation and deletion, all recorded with who did it.
A deleted workspace does not disappear
Deleting a workspace is reversible. It keeps its data, stays visible to you, still counts toward your workspace limit, and an owner can restore it.
Only the platform owner can remove one permanently. That is why "limit reached" can happen while you count fewer live workspaces than your allowance, and it is worth checking before anybody buys more capacity.
Getting people in
Invite by email, or pick an existing account
Invite people opens a drawer with two modes: enter an email address, or choose somebody who already has an account on the platform.
The role box is pre set to the least privileged option, so an accidental Enter never hands out admin rights.
Know which of the two things just happened
This distinction explains most "where is my invitation" questions:
If the email...
What happens
already belongs to an account
The person becomes an active member immediately. They get a notification and an email saying they were added, and the workspace appears in their switcher on next load. There is no invitation to accept
is unknown
It becomes a pending invitation with a join link that expires after 14 days. They appear in the second section of the page until they claim it
Roles are per workspace
The dropdown on each row sets that person's role in this workspace only. It never touches the roles they hold anywhere else.
Somebody can be an admin in one workspace and a viewer in another with the same login.
Removing and revoking
Removing a member ends the membership and clears the role assignments they held in this workspace. Their account survives, along with every other workspace they belong to, and you can invite them back later. Records they created stay where they are.
Revoking a pending invitation deletes it, so the join link stops working. Inviting the same address again mints a fresh link and a new 14 day window rather than resurrecting the old one.
The badges on the members list
Badge
Meaning
Owner (a crown)
Can manage members, delete and restore the workspace. Ownership is checked directly, and a role alone is not ownership
Invited
A membership that exists but has not been taken up yet
You
Your own row, so you do not change your own role or remove yourself by mistake
No role
A member with no role assigned here. They are in, but a role decides what they can see. Assign one, or they hit permission walls everywhere
The built in roles
Role
Broadly
Tenant Admin
Runs the workspace
Manager
Manages a team and its work
Team Lead
Leads a smaller group
Agent
Does the work
Viewer
Reads only
Collaborator
Limited participation
These are starting points. Teams and Roles is where what each role can actually do is defined, and you can create your own roles there.
Two things worth knowing about custom roles:
A role is a set of permissions, and nothing is implied. Being called an admin grants nothing on its own; the permissions attached to the role are what count.
Name a custom role carefully. Giving a custom role the same name as a built in one is confusing at best, and worth avoiding.
What can block you on the members page
Every change here (invite, role change, removal, revoke) requires you to be a workspace owner or hold the Tenant Admin role. Opening the page is a weaker check: without owner or admin the member list still loads, but the pending invitations panel and every action are refused.
The Workspaces module must be enabled for this workspace.
Adding a member is refused once this workspace has used its Team Members allowance. Seats are per workspace, so another workspace's spare seats do not help. Re confirming somebody who is already a member never consumes a seat.
A join link expires 14 days after it is sent. After that, invite the address again.
Invitations do not use your email settings
Invitations are delivered by the platform's own mail, not through your email connectors. Two useful consequences:
A broken email connector does not stop invitations going out.
Invitations do not consume your sending quota.
Seats, and what does and does not count
Seats are per workspace. Each workspace has its own Team Members allowance, and a second workspace gives you its own seats.
Employees are not seats. In the HRM App you can hold hundreds of employees, and most of them never log in. Headcount and seats are counted separately and have separate limits.
Some allowances pool across every workspace you own and some do not:
Shared across all your workspaces
Kept per workspace
Number of workspaces
Team members (seats)
Storage
Leads
AI requests
Projects and other record counts
Daily email allowance
So a second workspace gives you its own seats but draws on the same storage.
Frequently asked questions
I invited someone and they say they cannot see anything. They are in the workspace but have No role, or a role with very few permissions. Membership and permission are separate gates. Assign a role on their row.
I invited someone and they never got an invitation email. If that email already had an account, there is no invitation. They were added as an active member straight away, and the workspace appears in their switcher on next load. Ask them to reload and check the workspace switcher.
The join link says it has expired. Links expire 14 days after sending. Invite the address again, which mints a fresh link and a new 14 day window.
I revoked an invitation and want to undo it. Invite the address again. The old link stays dead; a new one is issued.
Do invitations use my email sending quota? No. They go through the platform's own mail, not your connectors, so a broken connector does not stop them and they cost you nothing.
Can somebody be an admin in one workspace and a viewer in another? Yes. Roles are per workspace and setting one never touches the other.
I cannot remove the last owner. That is deliberate, so a workspace can never end up with nobody in charge. Promote a second owner first.
I am an owner but I cannot change roles. Check you are actually marked with the crown. Ownership is checked directly, and a role named admin is not the same thing as ownership.
The member list loads but every button is refused. You can open the page without being an owner or Tenant Admin, but every action needs one of those. That is why the list appears and nothing works.
I removed someone. Did their records go? No. Records they created stay where they are. Their account survives, along with every other workspace they belong to.
I deleted a workspace but my workspace limit has not gone down. A deleted workspace keeps its data and its slot until the platform owner purges it. That is why "limit reached" can happen while you count fewer live workspaces than your allowance.
Can I get a deleted workspace back? Yes. Deletion is reversible and an owner can restore it. Only the platform owner can remove one permanently.
I cannot delete my workspace. You cannot delete your only one.
I am out of seats. Can I use another workspace's spare seats? No. Seats are per workspace. Buy a Team Members pack for the workspace that needs them.
Do my HRM employees use up seats? No. Most employees hold no login. Headcount and seats are separate limits entirely.
Someone is already a member and I re added them. Did that cost a seat? No. Re confirming an existing member never consumes one.
Who can see what I changed here? Every invite, role change, removal, and workspace creation or deletion is written to the audit trail with who did it.
Something here not matching what you see on screen? The screen is right and the guide is what needs correcting. Tell us and we will fix it.
