# Invite people and roles

Bring colleagues in, pick the right level for each, and change your mind safely later.

For: Workspace owners and admins

## Inviting people

People joins the workspace from Settings, under People. An invitation is an email address and a role; several addresses can be invited in one go. The person gets a message, creates an account if they have none, and lands in this workspace.

Invite people before they are needed rather than on the busy day. A colleague who can already sign in is worth more than a shared password, which is never right.

Walkthrough: Inviting a colleague (People in the workspace)

1. **People, in Settings**: Invitations to the workspace start here. Several addresses can be invited in one go.
2. **The address**: The person creates an account if they have none, then lands in this workspace.
3. **The smallest role that works**: Raising a role later takes a second; undoing a mistake does not.
4. **Send invitation**: An email goes out; the person accepts and appears under Members.
5. **Waiting to join**: Until they accept, the invitation sits here with Send again and Cancel invitation.

1. Open Settings, then People.
2. Enter each address and choose the lowest role that does the job.
3. Send the invitations and check Waiting to join until they accept.

## The four roles

Owner holds everything, including billing and deleting the workspace, and there must be at least one. Admin manages people, licences and every website. Member builds and maintains websites. Viewer sees everything in the workspace and changes nothing, which suits accountants and clients who want to watch.

Choose the smallest role that lets a person work. Raising someone's role later takes a second; undoing a change made by mistake does not.

Walkthrough: The members list and its roles (People in the workspace)

1. **Who is in**: Everyone with access, with their role beside them. Deactivated people stay listed so their work keeps its name.
2. **The badge**: Owner, Admin, Member, Viewer. Owner and Admin manage people and billing; Viewer sees and changes nothing.

Note: A viewer can still open previews and read everything, which is exactly what a client asked to look but not touch needs.

## Changing and removing

Roles change from the same list. Members can be deactivated rather than removed, which stops their sign-in and keeps their name on anything they did; everyone who worked on a site leaving no trace was never a feature.

Ownership can be handed over with Make owner, which is the right move when the person who set the workspace moves on. A workspace always ends up with at least one active owner.

Walkthrough: Changing and removing access (People in the workspace)

1. **Handing over ownership**: Make owner is the right move when the person who set the workspace moves on. There is always at least one owner.
2. **And the unfinished invitations**: Cancel what is no longer wanted; an old invitation left open is access waiting to happen.

- [ ] Every person on the list still needs access
- [ ] Roles as small as they can be
- [ ] A second owner exists
- [ ] Departures deactivated on the day, not later

## Can I invite someone outside the company?

Yes. An invitation is to a workspace, not to a company; a freelance designer signs in like anyone else, with the role you choose.

## What does an invitation wait on?

The person accepting it. If it seems lost, Send again sends a fresh email; Cancel invitation withdraws it.

## Related guides

- [Your profile and sign-in security](/help/workspace-and-people/your-profile-and-sign-in-security)
- [Work across workspaces and organisations](/help/workspace-and-people/work-across-workspaces-and-organisations)
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