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Invite people and set their roles

1. Invite a colleague

Owners and admins invite people.

1. Open the account menu, which shows your name, in the sidebar, and under Workspace settings press Invite people. On a phone, Workspace settings is under More.
2. Fill in Their email address and Their name, and choose What they may do: Owner, Administrator, Manager or Member. Only an owner can invite another owner.
3. Press Send the invitation.

We email them a link. It opens a page with a Continue button, and pressing it creates their account and takes a seat. Opening the link alone uses nothing, so a mail scanner that opens it first does not spend it, and sending it takes no seat. The link works once and stops working on the date the screen shows. If the page they reach says the invitation link has expired or has already been used, and they have not joined, send a new one from Members and roles. If no seat is free, the screen says so; free one by turning off someone's access, or pay for more from Billing.

2. See who is in the workspace

Open the account menu, choose Administration, then Members and roles. People in this workspace lists each person, their role, and whether they Can sign in, are invited and have not signed in yet, or have had their access turned off.

For an invitation that expired or got lost, press Resend invitation.

If someone says they never got their link, scroll to Email delivery below the list. It shows each invitation and sign-in email we sent, who it went to, and what happened: Delivered, Bounced or Not sent: address blocked, and Used: the person signed in with it for a sign-in link the person already opened. Use Show emails for to look at one person. A blocked address receives nothing and that person cannot sign in until it is unblocked. Only owners and admins see it.

3. Change someone's role, or make them an admin

On Members and roles, choose a new role for the person and press Change role. To make someone an admin, choose Administrator; to make them a manager or a member, choose that role. They stay signed in, and the change applies straight away. An administrator is not offered Turn off access or Change role on an owner. A role controls what they can do and which records they can see.

4. Turn off someone's access

On Members and roles, press Turn off access for the person. They are signed out everywhere when you confirm. Nothing they own is deleted or reassigned; it stays in their name.

To bring someone back, press Turn access back on beside their name and confirm. Their deals, contacts and history are still theirs. Turning access back on takes a seat, so if every seat is taken or the last payment failed, the screen says so before you confirm; free a seat or fix the payment from Billing. They sign in by emailed link; a Google, Microsoft or single sign-on account they used before has to be linked again. Someone who was invited and never signed in has no Turn access back on: send them a new invitation instead.

5. Your workspace's own roles

The four built-in roles stay as they are. To make a role of your own, open Administration, then Roles.

• Press New role to start from Member, or Copy on Admin or Manager to start from that role. The owner role cannot be copied.
• Give it a Name. The role starts with the record types of the role you copied; remove the ones its people should not touch, add others, and set the level for each (View, Create, Edit or Full), which records they see, and which administration and AI permissions it has.
• A change to a role changes what everybody with it may do, from their next step.
• You cannot make a role that can do more than you can. A role still held by people cannot be deleted: give them another role first.

Give a custom role to people from Members and roles.

To see the app as a role would, press Preview beside any role, built-in or your own. The app reopens on To Do with that role's menus, screens and buttons, under a banner naming the role. The records shown are still the ones you can see, not the ones the role sees, and nothing can be changed while you preview. Press Exit preview to return to Roles; reloading the page also ends it.

6. Teams

Open Teams from Settings to build your org chart: create teams, rename them and choose their members. Records can then be shared with a team.

7. Delete your own account

Anyone in a workspace can delete their own account. Open Settings from the account menu, then Your data and account, and go to Delete your account, at the foot of the page.

1. Press Delete my account. Nothing is deleted yet: the panel lists what goes with your account (your name, email address and signature, your sign-ins, API keys, assistant conversations, saved questions, dashboard pins, notification settings, data exports and webhooks) and what stays. The deals, people and organizations you own stay, shown as owned by "Former user", until an administrator gives them to someone else, and the history keeps every change you made under the same name.
2. If a mailbox or calendar you connected is still connected, the panel lists it under Disconnect these first. Open Mail and calendar, disconnect it, wait a few minutes, then press Check again.
3. Type the email address you sign in with and press Delete my account permanently. If your last sign-in was a while ago, you are asked to sign in again first by an emailed link.

You are signed out at once, and the sign-in page says your account was deleted. This cannot be undone. An administrator can invite the same address again later, and that makes a new account; an account you have in another workspace is not affected. Our assistant and AI agents cannot delete an account.

If you are the workspace's only owner, the workspace is deleted with your account. The panel says so first, with the workspace's name. Everyone else loses access at once, every connected mailbox is disconnected and every API key stops working, and your account and the workspace close and are erased on the date the panel shows. Until then, sign in with your address to restore them, and you can export everything from the restored workspace; nobody else can open it. Type the workspace name as well as your address, then press Delete my account and the workspace. We email you once to confirm both. You can sign up again with the same address straight away, and you get a new, empty workspace. If the workspace has a paid plan running, cancel the plan in Billing first. To keep the workspace instead, when other people use it the panel first offers to make one of them owner: choose who and press the button that names them, and you are then deleted like any co-owner. Press No, delete the workspace to go on. You can also make someone else an owner first.