AdministratorBeginner

Invite your team and assign roles

Bring your team into the workspace with the right permissions, and verify what each role can and cannot do.

Published

Outcome

Your team is in the workspace. Each person has the smallest role that lets them work. You also saw the difference between Viewer and Editor with your own eyes.

Before you begin

  • The Admin role in an existing workspace.
  • The email addresses of your team.
  • A rough idea of who plans (Editor), who reads (Viewer), and who administers (Admin). The role definitions are in Users and roles.

Step 1 — Decide the roles before you send anything

The invitation dialog quotes the contract for each role:

  • Editor — “Editors can create and modify utilization, requests, and spaces but cannot access settings.” Most planners belong here.
  • Viewer — “Viewers have read-only access to view utilization and plans.” This fits stakeholders, and shift leads who consume schedules.
  • Admin — “Admins have full access to all features including user management and settings.” Keep this list short.

Step 2 — Send the invitations

  1. Open Administration → Users and select Invite User.
  2. Enter the email address, select the Role, then select Send Invitation.
  3. Repeat this for each person. Each one appears in the list as a pending invitation. The row carries Resend invitation and Cancel invitation.

Each invitee follows a personal link to the Accept Invitation page. Create your account and workspace describes the flow they see.

Step 3 — Check that the roles do what you think

This is worth ten minutes once. Permissions are then never a surprise later.

  1. Sign in as a Viewer, or sit next to one. The sidebar has no Settings entry, and the boards are read-only.
  2. As an Editor, requests and scheduling work. Settings is present, with criteria, templates, presets, and scheduling. Administration is absent.
  3. As an Admin, Administration appears, with Users, Organization, and the rest.

Step 4 — Adjust over time

  • Promote or demote with Edit user role. The dialog warns you on a consequential change: “⚠️ This will grant full administrative access…”.
  • Departures. Set the user to Inactive: “This will immediately revoke all access for this user.” Do not remove the user. Inactive is reversible, and it keeps the history attached.
  • Check the seat quota under Usage and limits before a large onboarding wave. At the ceiling, invitations fail quietly.
  • The Audit log records role changes and sign-ins.
  • You can export and import users as CSV or JSON for bulk onboarding. See Import and export.