Invite teammates and manage roles

Before inviting

You need permission to create Members & roles and enough workspace seats. Current members and unexpired pending invitations reserve seats; the owner can review capacity in Settings → Billing. A role grants feature permissions, while private resources can need a separate share.

Invite a colleague

1. Open Settings → Members → Invite someone.
2. Enter the colleague’s email and select a role. Review the permissions shown before choosing Invite.
3. Check Pending invitations. Cancel an invitation there if the address or access was wrong; send a corrected invitation when needed.
4. Ask the colleague to accept using a verified account with that same email. Check that they appear in the member list.

Adjust access to real responsibilities

1. Under Roles, inspect the current permissions for the intended role. Defaults may have been changed in this company.
2. Use New role, Duplicate or Edit when available. Set the needed View, Create, Edit and Delete permissions, then save.
3. Assign the role to the member. Use Describe or Edit to record responsibilities; responsibilities describe the work and do not grant permissions.
4. Share the specific mailbox, calendar, Sidekick conversation or Vault item separately when the colleague needs it. Ask them to check the intended records.

Owner and custom-role limits

Owner cannot be invited or edited as an ordinary role; use Transfer ownership. Built-in roles cannot be deleted. Reassign users of a custom role before deleting it. Some actions remain owner-only, including changing the subscription, transferring ownership and deleting the company. A custom permission grid does not bypass those checks.

If the invitation or access fails

Check the invited address, email verification, the invitation’s expiry and capacity in Billing. For a missing record, check the active company, feature permission and sharing separately. Do not give broad admin access just to test a private-item problem.