Invites & access

You add people with “Invite people”. A colleague who is already in your organisation is added to the workspace at once. Anyone else gets an invite and joins only when they accept it, whether they have a dembrane account or not.

Send an invite#

1. Open the “Members” page of your organisation or of a workspace and choose “Invite people”.
2. Type one or more email addresses.
3. Pick a “Role”. See roles & permissions for which one.
4. Under “Add to workspaces”, tick the workspaces they should join. The same role applies to every workspace you tick.
5. Send.

Who can invite, and to what:

• A workspace admin invites people to the workspaces they administer. They must pick one: “Pick at least one workspace to send the invite.”
• An organisation admin can also invite to the organisation alone, with no workspace ticked: “No workspace picked. They’ll be added to {orgName} and can request workspace access themselves.”
• For a workspace you can give Admin, Member, Billing, External or Observer. For the organisation alone you can give Member, Billing or Admin.
• External and Observer need a workspace: “Externals only exist inside a workspace. Pick at least one to send the invite.” Observer works only in a workspace for an external client.
• You cannot give a role above your own, and you cannot invite yourself.
• One person can send 20 workspace invites an hour.

What happens next#

Each address gets a result line.

An invite to the organisation alone always waits for acceptance, unless the person is already a member.

The result is the same for an address that has a dembrane account and one that does not. Sending an invite never tells you whether someone has an account.

What the invited person does#

The link opens a page titled “{inviterName} invited you to join {name}”.

• No account yet: “Create an account to join”. The email field is filled in and locked: “Locked to match the invite. To use a different address, ask the admin to re-invite that email.” After they verify their email, the welcome screen names your organisation and “Continue” accepts every invite waiting for them.
• An account, signed out: “Already have an account? Log in”.
• Signed in with the invited address: “Accept and join” or “Not now”.
• Signed in with another address: “This invite isn’t for this account”, with “Log out and use the invited email”.

People with an account also find their invites under “Pending invites”. The account menu shows “You have a pending invite”. Each invite shows the role and who sent it, with “Accept and join” and “Decline”.

Good to know:

• Only the invited email address can accept. Someone who registers with a different address gets no invite and starts with an organisation of their own.
• Accepting one invite also accepts every other open invite from the same organisation.
• Accepting a workspace invite as Member, Billing or Admin also makes the person a member of your organisation.
• Declining removes the invite. You are told: “{name} declined your invite”.
• When someone accepts, you are told: “{name} joined {workspace}”. Organisation admins are told about a new organisation member. Workspace admins are told when an external or an observer joins.

Links, expiry, resend and revoke#

• An invite expires after 7 days. The invited person then reads “Invites expire after 7 days. Ask {inviterName} to send a new one.”
• Every open invite has its own link. “Copy invite link” is on the result line and in the “Pending invites” list. The link is personal: it works only for someone signed in with the invited address. There is no general join link.
• “Pending invites” lists the email, the role, who invited them, and the workspace name or “Org only”. Organisation admins see every open invite of the organisation. Workspace admins see those of their workspace, on its “Members” page. Other members do not see the list.
• “Resend invite email” sends the email again and gives the invite 7 more days. The person who sent the invite and organisation admins can do this.
• “Revoke invite” cancels it: “Revoke the invite sent to {email}? You can invite them again later.” The person who sent it, organisation admins, and the workspace’s admins can do this.

Seats#

• Every role except Observer takes a seat once the person has joined. An open invite is not billed.
• No plan has a seat limit, so an invite is never refused for the number of people.
• One thing does block an invite to a paid role: a plan that is cancelled or has a payment overdue. The result line reads “Reactivate plan”. Observer invites still go through.
• If you tick workspaces that are billed on their own, the screen warns: “These workspaces are billed separately. Each person you add takes a seat in {billingContextCount} billing contexts, each invoiced on its own.”

The full rules are in tiers & billing.

Leaving and removing#

• Anyone can leave a workspace with “Leave workspace”, except its last owner and its only admin.
• When an admin removes someone from a workspace, that person’s organisation role does not let them back in. They return through a new invite.
• Removing someone from the organisation also removes them from all its workspaces.
• Someone who has lost all access sees on their home screen, for 30 days: “Your access to {workspace} ended on {date}.”
• You cannot turn an external into a member, or a member into an external, with the role picker. Remove the person and invite them again with the new role.

Asking to join#

People in your organisation can also ask to join a workspace they can find, and organisation admins can join some workspaces without asking. See visibility & discovery.

Related#

• Roles & permissions: the roles you give.
• Visibility & discovery: finding a workspace and asking to join.
• Organisations & workspaces: the two kinds of membership.
• Tiers & billing: how seats are counted.
• Notifications: the notices and emails around invites.