Invitations are sent by email and give the recipient a role in your workspace once they accept. You need the Owner or Admin role to send one.
Before you start
- You must be the workspace Owner or an Admin. Editors and Members cannot invite.
- An Admin can invite people as Editor or Member. Only the Owner can invite an Admin.
- Your plan caps how many people the workspace can hold, and pending invitations count against that cap. The free plan has room for the owner alone, so a free workspace cannot invite anyone. The cap is checked again when the invitation is accepted, so a downgrade after sending can stop someone joining. See Usage limits.
Send an invitation
- Open the workspace switcher and choose Manage Workspaces, then open your workspace and select Members.
- Choose Invite Member.
- Enter their Email Address.
- Pick a Workspace Role. See Roles and permissions for what each one allows.
- Choose Send Invitation.
They receive an email, and the invitation appears under Pending Invitations until they act on it.
Invitations expire after 7 days. An expired invitation cannot be accepted; send a new one.
Accepting an invitation
Worth knowing, because the email is not a one-click accept link and this is where invitations stall.
- The email's View your invitation button opens the Invitations page in the Universally dashboard.
- If the recipient has no account, they create one using the same email address the invitation was sent to. Invitations are matched by email address, so an account under a different address will never see it.
- On Invitations, they choose Accept or Decline.
Signing up does not join a workspace on its own, so a new user who has created their account still has that last step to do.
Invite someone to a single project
This is done from the project, not from the workspace Invite Member dialog, which only has Email Address and Workspace Role.
Open the project, choose Project Members, and invite them there: that dialog asks for Email Address and a Project Role, and it adds them to the workspace as a Member with the project role on top.
For someone who is already in the workspace, their row on that screen carries Add Project Role, then Change Role and Remove Override once one is set.
Remember that a project role only ever raises access. Inviting an Admin and setting them to a lesser role on a project does not restrict them. See Roles and permissions.
What you see after sending
Pending Invitations lists invitations nobody has acted on yet. That list is the whole story: an invitation leaves it the moment it is accepted, declined or revoked, so there is no history of past invitations to read.
| What happened | What you see |
|---|---|
| Still waiting | the row under Pending Invitations, valid for 7 days |
| Accepted | the row disappears and the person appears in the members list |
| Declined | the row disappears. Send a new invitation if that was a mistake |
| You revoked it | the invitation is deleted and its link stops working |
| 7 days passed | it can no longer be accepted, so send a new one |
Revoke an invitation
Under Pending Invitations, choose Revoke Invitation on the row. The invitation is deleted and stops working immediately. Owners and Admins can do this; nobody else can.
Remove a member
- Open Members for the workspace.
- Choose Remove Member on their row.
Removing someone ends their access to every project in the workspace at once.
An Admin cannot remove another Admin. Only the Owner can. The Owner cannot be removed at all.
Change a member's role
Choose Change Role on their row, set the new Workspace Role in the Change Member Role dialog, and choose Update Role. It takes effect on their next request. The rules on who may change whom are in Roles and permissions.