Invite people and choose their roles

Each person in your organization has a role. The role says which workspaces the person reaches, and what the person can change there. This page tells you how to invite people, change a role, give a person only some products, and remove a person.

Before you begin

• Owners and admins of the organization invite people, change roles and remove people. The admin of one workspace cannot do these things.
• An invite goes into the workspace that is open. To invite a person into another workspace, switch to that workspace first.
• To open the page, open Settings. Under Organization, select People.

Each person but a guest can read the Members list. A person who is not an owner or an admin sees only the people who reach the open workspace.

The roles

The own things of a viewer are its profile, its sign-in, its bell, its pins, its passkeys and its private items in the Vault. Nothing waits on a viewer, and no teammate works for it.

What each role can do

Some calls of teammates wait for an owner or an admin only, for example an email from the address of a teammate. An approver releases an engineering ticket only when Who can release in Settings > Engineering is Everyone in the workspace.

Invite a person

1. Switch to the workspace that the person joins. Use the workspace menu at the top of the sidebar.
2. Open Settings. Under Organization, select People.
3. Under Invite people, enter the Email of the person.
4. Select a Role. Each role says what it gives, for example Viewer: this workspace only, can read but not change.
5. For a guest, select the products under What the guest sees.
6. Select the Invite to button. It names the workspace, for example Invite to Northwind Bakery.

Troopy emails the link to the person. The link also shows on the page, with Copy. If the email did not go, send the link yourself.

The link works one time, for that email, for 7 days. Troopy shows the link only one time. An organization can have 50 invites that wait.

The invites that wait

Under the invite form, each invite that waits shows its email, its workspace, who sent it and when it expires. Select Revoke to stop an invite. The link then stops at once.

What the invited person does

The link opens a page with the title Join and the name of your organization.

• A person with no account selects Create an account to join. A person with an account selects I already have an account.
• After the sign-in, the person selects Accept and join.
• A person who is signed in with another email sees a message. That person selects Switch account, and signs in with the email of the invite.

Troopy then opens the workspace of the invite for the person, and emails the person who sent the invite.

An invite never makes a role lower. A person with a lower role gets the role of the invite. For example, a viewer who accepts an invite as a member becomes a member.

Change the role of a person

1. Open Settings. Under Organization, select People.
2. In the row of the person, open the menu of the role.
3. Select Member, Admin of this workspace, Approver, Viewer or Guest.

Troopy saves the role at once. These rules apply:

• The menu shows only for a member, an admin of a workspace, an approver, a viewer and a guest. The role of the owner and of an admin does not change on this page.
• You cannot change your own role.
• Admin of this workspace applies to the open workspace. The person must be in that workspace first.
• A person who becomes an approver, a viewer or a guest manages no workspace. Troopy also unlinks its Telegram.
• A person who becomes a guest loses its API keys. Troopy revokes them.
• A guest that becomes another role opens every product again.

Give a person only some products

An owner or an admin can give a person only some products of a workspace. The products are Docs, Email, Canvas, CRM, Surveys, Analytics, Customer support, Interviews, Research, Vault and Engineering.

1. Switch to the workspace.
2. Open Settings. Under Organization, select People.
3. In the row of the person, select All products.
4. In the dialog, clear the products that the person does not get.
5. Select Save.

The button then shows how many products the person has, for example 3 of 11 shared. To give each product again, select Every product, then Save.

• The choice applies to the open workspace only.
• With no product, the person still has Tasks, the troop and the brain.
• Owners, admins and the admin of the workspace open every product. Their rows have no button.
• A page of a product that the person lacks is not found. Search, ⌘K, Products and the pins of the sidebar leave it out.
• Needs you shows only the lines of the products that the person has.

Share products with a client guest

A guest is a client of the business. To add one, invite the person with the role Guest: only the products that you pick, can read and comment. Select the products under What the guest sees. Tasks and projects is one more choice for a guest.

A guest gets only this:

• It opens on its first product. It also sees Products, What's new and the Help page.
• It has no Home, troop, Brain, Routines, Skills, Calendar, Activity or Needs you.
• Settings shows only Profile, Notifications, Appearance and Security.
• It comments on docs and tasks, reacts to a task and watches a task. Its comment starts no teammate, and people hear of it.
• A canvas is view-only for a guest.
• It hears only of the tasks that it follows.
• It makes no API key, and it connects no app.

To change what a guest sees, use its products button, for example 2 of 12 shared. A guest sees nothing until someone picks a product for it.

Remove a person

1. Open Settings. Under Organization, select People.
2. In the row of the person, select Remove.

The person leaves the organization and each of its workspaces. Its API keys and its apps stop at the next call. The tasks, docs and comments of the person stay.

You cannot remove yourself or the owner.

To give an admin another role, remove the person. Then invite the person again with the new role.

Problems

Related

• Use organizations and workspaces
• Answer what needs you
• Stay in control of your troop
• Manage your account
• Settings reference