Members and roles
Who can reach a workspace and on what terms — the three roles, the invitation loop, and the seats each plan includes.
Updated October 26, 2026
Members is the workspace settings page that lists who can reach the workspace and lets an owner or admin invite someone by email, change a role, remove a member, or revoke an invitation. It also shows how many of the plan's seats are in use — a seat is held by each member and by each pending invitation. Three roles exist, owner, admin and member, and member is the read-only one.
The page
Members is the middle row of the rail's Settings group, between General and Billing. The page is titled "Members" under the "Settings" eyebrow, and its description names the workspace: who can reach it, and on what terms.
Only an owner or an admin can open it. A member who follows the URL is sent back to the workspace home.
Beside the content sits the same "About this workspace" card that Workspace settings shows: the plan, your role, the day the workspace was created, its ID, and a link to support.
People
The card is titled "People", with the seat count at the end of its bar: "N of M seats in use · pending invitations hold one each." It is the same number Billing shows as its Seats fact. If pending invitations cannot be read, the count is withheld and a note says so. If the member list cannot be read, a notice says so.
One row per member. A row shows the person's name with their email under it, or — when the account has no name — the email with the role's meaning under it. Your own row is marked "(you)".
On the right of each row:
| Row | What it carries |
|---|---|
| The owner, and you | The role as a plain label. Neither row has a control. |
| Everyone else | A role menu — Member or Admin, each with its meaning — and a Remove button. |
Picking a role applies it at once. Remove takes two presses: the button turns into "Remove" followed by the person's name — or their email when the account has none — beside a Cancel link. If a role change, a removal or a revocation is refused, the reason appears under that control and the row is left as it was. Removing a member ends their access to the workspace and every site in it; they can be invited back later with a new link.
When the workspace holds more members than its plan includes, a note under the list says so and that everyone keeps their access until you remove them. See Seats by plan.
Pending invitations
This section appears only when at least one invitation is waiting; its bar counts the seats held "until answered or revoked". Each row shows the invited address, when it was sent and the day it expires, a "Pending" mark carrying the role it was sent with, and a Revoke button. Revoke takes two presses as well: "Revoke" followed by the address, beside Cancel.
Revoking closes the invitation: the link stops working, the seat is given back and the row leaves the list. To invite the same person again, send a new invitation.
An invitation is valid for seven days. Once past its expiry it holds no seat and no longer appears here. Inviting that address again sends a new invitation with a fresh link. An invitation the recipient declined disappears from the list too.
The invite form
The card is titled "Invite someone" and says the invitation is sent by email and waits in the list above until it is answered. The form has two fields and one button: the email address, the role (Member by default, or Admin), and "Send invitation". The role menu names each option with its meaning — Member, can view everything, changes nothing; Admin, can change the workspace and its sites. The help lines say the invitee gets a link by email and joins with the role you pick. Owner is never an option.
An address that is not an email is refused in place ("Please enter a valid email address"). Otherwise the page answers one of four ways:
| Answer | What the page shows |
|---|---|
| Sent | The address has been invited; the invitation waits in the list above until they accept it or you revoke it. The role you picked stays selected for the next one. |
| Already a member | A note that the address is already a member of this workspace. Nothing was sent. |
| Every seat on this plan is taken | A note that a seat is held by each member and by each invitation still waiting for an answer, that nothing was sent, and that removing a member or revoking a pending invitation frees one — with a "See plans" link to Billing. |
| Anything else | The reason given, or a generic message. |
Submitting an address that already has a pending invitation changes nothing: no second seat is held and no second email goes out. To send a fresh link, revoke the pending invitation and invite again.
Roles
The Roles card states each role in one line:
| Role | What the page says |
|---|---|
| Owner | Owns the workspace, including billing and deletion. |
| Admin | Can change the workspace and its sites. |
| Member | Can view everything, changes nothing. |
In practice:
- A member can open the workspace, every site in it, and every screen. Settings pages send them back to the home, and every change to the workspace or its sites is refused. The one thing a member can set is their own star on a campaign, which nobody else sees.
- An admin can do everything a member can, plus rename the workspace, create and change sites, invite, remove and re-role members, and change the plan.
- The owner can do everything an admin can, plus delete a site and delete the workspace.
Workspace emails — a plan change, a failed charge, a site that stopped sending — go to owners and admins, never to members. See Notifications.
The owner's role is fixed, a workspace has exactly one owner, and yours is not yours to change. Anyone else can move between admin and member.
Seats by plan
A seat is what one person occupies in a workspace. It is a cap on the plan, not a line on the bill: a seat has no price of its own.
| Plan | Seats |
|---|---|
| Free | 1 |
| Starter | 1 |
| Solo | 2 |
| Growth | 5 |
| Agency | 20 |
| Enterprise | 500 |
Enterprise is set up by hand.
A seat is held by each accepted membership and by each pending invitation that has not expired. When every seat is committed, a new invitation is refused and nothing is sent. Accepting an invitation already sent is never refused for lack of a seat.
A workspace that moves to a plan with fewer seats keeps every member it has; it simply cannot invite another. When the number of members exceeds the plan's seats, the workspace home and the site screens show a capacity notice in place of the product. It states that nothing has been removed and that nothing chooses for you, and — for an owner or admin — offers "See plans" and "Manage members". A member gets no button, only the line that an owner or admin can remove a member or move to a plan that includes more. Settings, Billing and every site's settings stay reachable.
The invitation email
The invitation email cannot be switched off: it is not one of the notification categories an account controls, since the recipient may not have an account. If it does not arrive, revoke the invitation and invite again. The email names the workspace and, when the inviter's account has a name, who sent it. It carries an "Accept invitation" button, says how many days the invitation stays valid, and tells the reader that if they were not expecting it, they can ignore it.
The invitation page
The link opens an invitation page that works whether or not the reader is signed in:
| Situation | What the page shows |
|---|---|
| The link is spent — accepted, revoked, or not recognized | "This link is no longer valid", with no workspace named, and a sign-in link. |
| The invitation has expired | "This invitation has expired", naming the workspace, who invited them and the day it ran out, with the advice to ask whoever invited them for a new one, and a sign-in link. |
| Signed out | The workspace, who invited them and as what role, with the role's meaning; the masked address the invitation is for; "Sign in to accept" and "Create an account", both of which come back to this invitation afterwards. |
| Signed in as a different address | A notice naming the masked invited address and the signed-in one, and a "Sign out" button that returns to this invitation. |
| Signed in as the invited address | The role's meaning, "Accepting as" the signed-in address, and "Accept invitation". |
Accepting creates the membership with the invited role and lands on the workspace: its home, or the connect-a-site screen when it has no site yet. The invitation still works if the person who sent it has since changed role or left.
Declining is offered in every live state, signed out included, as a two-step "Not for you? Decline" then "Decline this invitation". The link stops working, the seat is freed, and the page shows "Invitation declined".
What this screen does not do
- No leaving. Your own row carries no control, and there is no leave button. Someone else with the role has to remove you.
- No handing over ownership. The owner's row cannot be changed or removed, and owner cannot be granted to anyone.
- No per-site access. A membership is to the whole workspace: every member reaches every site in it.
- No custom roles and no teams. Owner, admin and member are the three roles, and a workspace is one flat list of people.
- No re-send button. Revoke and invite again for a fresh link.
- No email when something changes. No message goes out when an invitation is accepted or declined, when a member is removed, or when a role changes.
- No choice made for you. When the workspace is over its seats, the page lists everyone and ranks nobody.
Questions
- Why can I not change the owner's role, or my own?
- A workspace has exactly one owner, and that row is fixed — it cannot be removed, demoted, or handed out through an invitation or a role change. Your own row has no control either, and there is no leave button. Anyone else can be moved between admin and member.
- Why does the form say every seat is taken when the list shows fewer members than my plan allows?
- A seat is held by each member and by each invitation still waiting for an answer. The People card counts both. Revoking a pending invitation or removing a member frees one; a plan with more seats raises the limit.
- Can I forward an invitation link to someone else?
- The link only works for the address it was sent to. Whoever opens it sees that address masked (first letter and domain) and has to sign in with it to accept. A session signed in as a different address is told so before the click.
- How long does an invitation stay valid?
- Seven days. The pending row shows the day it expires, and once that day has passed it drops out of the list and no longer holds a seat. To let them in, invite the same address again: a new invitation goes out with a fresh link.
- What happens if I move to a plan with fewer seats than the workspace has members?
- Nothing is removed. Everyone keeps their access, and the Members page says the workspace holds more members than its plan includes. Until you remove members or choose a plan with more seats, the workspace home and the site screens show a capacity notice instead, while settings and billing stay reachable.