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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 with the least role that lets them work — and you have verified the difference between Viewer and Editor with your own eyes.

Before you begin

  • The Admin role in an existing workspace.
  • Your team’s email addresses, and a rough sense of who plans (Editor), who reads (Viewer), and who administers (Admin). The role definitions are in Users and roles.

Step 1 — Decide roles before sending 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 live here.
  • Viewer — “Viewers have read-only access to view utilization and plans.” Stakeholders, 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 choose Invite User.
  2. Enter the email, pick the Role, and Send Invitation.
  3. Repeat per person. Each appears in the list as a pending invitation with Resend invitation and Cancel invitation on the row.

Invitees follow their personal link through the Accept Invitation page — the flow they see is described in Create your account and workspace.

Step 3 — Verify the roles do what you think

Worth ten minutes once, so permissions are never a surprise later:

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

Step 4 — Adjust over time

  • Promote/demote via Edit user role — the dialog warns on consequential changes (“⚠️ This will grant full administrative access…”).
  • Departures: set Inactive (“This will immediately revoke all access for this user.”) rather than removing — it is reversible and keeps history attached.
  • Check the seat quota under Usage and limits before a big onboarding wave — invitations fail quietly at the ceiling.
  • Role changes and sign-ins are recorded in the Audit log.
  • Users can be exported/imported (CSV/JSON) for bulk onboarding — see Import and export.