Members and roles

Outcome

You will invite a member to the correct project and assign the least privileged role they need.

Before you begin

• admin and owner can invite or remove project members.
• Only owner can change another member's role.
• viewer and member can use the permissions table to understand access, but should ask an owner or administrator to perform membership changes.

If an invitation or role control is absent, that is an expected permission boundary, not a broken page. Do not ask another user to share their session.

Steps

1. Select the project in the switcher (membership is per project).
2. Open Settings → Members.
3. Use Invite by email — existing users are added immediately; others get a magic-link invite (you can re-send without revoking).
4. Choose a role using the permissions table.
5. Copy the magic link if shown, or wait for the invitee to accept from email.
6. After acceptance they land on the dashboard with that project active; confirm them in the members list.
7. Org-wide roster (read-only) is under Settings → Organization — not where you invite.

Use viewer for read-only access, member for regular work, admin for connections and approval decisions, and owner only for role management and project deletion.

Admins and owners also get the e-mails about readers' comments and approvals on a native document when nobody is subscribed to it — unless they unsubscribed from that document. See Document subscribers.

Change or remove access safely

Promoting a member to owner grants full control, including project deletion and management of other owners. Lowering a role or removing membership blocks new authorized project requests; it does not undo external actions that the person already completed.

1. Confirm the intended project, user email, and replacement owner before the change.
2. Review approvals, connectors, and scheduled work owned by that person.
3. Change one role or remove one membership.
4. Reload the member list and verify the new role or absence of the removed membership.
5. Ask the affected user to refresh or sign in again and verify one allowed and one denied action.

To recover from an incorrect role, an owner can restore the previous role. To recover a removed existing user, add or invite the same verified email again. The last owner cannot be removed; assign and verify another owner first.

Verify the result

The member sees only the invited project and can perform only the actions allowed by their role.

Common problems

Symptom	Cause	What to do
The invitation cannot be accepted	The link expired or was opened under another email address	Resend the invitation to the correct address
A role cannot be changed	This action requires an owner	Ask a project owner
The last owner cannot be removed	A project must retain at least one owner	Assign another owner first

Next step

Connect sources.