# Invite people and choose their roles > Invite people, choose a role, give a person some products only, and share products with client guests. 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 | Role | The workspaces that it reaches | What it does | | ----------------------- | ------------------------------------------- | ------------------------------------------------------------------------------------------- | | Owner | Every workspace of the organization | Everything. The person who made the organization is its owner. | | Admin | Every workspace of the organization | Everything that the owner does: people, invites, AI plans, the computer and new workspaces. | | Admin of this workspace | One workspace | Manages the work and the settings of that workspace. It has no power in the organization. | | Member | The workspaces that someone invited it into | Works with the troop: chats, tasks, docs and the products. | | Approver | The workspaces that someone invited it into | Reads everything there, and decides what waits on people. | | Viewer | The workspaces that someone invited it into | Reads everything there, and changes only its own things. | | Guest | The workspaces that someone invited it into | Sees only the products that someone shared with it, and comments on them. | 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 | Task | Owner or admin | Admin of this workspace | Member | Approver | Viewer | Guest | | ---------------------------------------------------- | -------------- | ----------------------- | ------ | ------------------------------------- | ------------ | ------------------------ | | Invite people, change roles and remove people | Yes | No | No | No | No | No | | Add workspaces, and manage AI plans and the computer | Yes | No | No | No | No | No | | Hire teammates and connect apps | Yes | Yes | No | No | No | No | | Chat with teammates and give them work | Yes | Yes | Yes | No | No | No | | Change tasks, docs and the data of products | Yes | Yes | Yes | No | No | No | | Decide approvals, questions and drafts | Yes | Yes | Yes | Yes | No | No | | Comment on docs and tasks | Yes | Yes | Yes | Only on a task that waits on a person | No | Yes | | Read the workspace | Yes | Yes | Yes | Yes | Yes | Only what someone shared | | Make an API key | Yes | Yes | Yes | No | No | No | | Connect an app with OAuth | Yes | Yes | Yes | Yes, to read and decide | Yes, to read | No | 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. > [!NOTE] > Only the person who made the organization is its owner. An invite cannot make a person an owner. ### 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. > [!NOTE] > A teammate works with its own tools. Thus its answer can name a product that the person lacks. ## 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. > [!WARNING] > Troopy removes the person at once, and does not ask first. Troopy also deletes the private notes of the person in each workspace. You cannot undo this. To give an admin another role, remove the person. Then invite the person again with the new role. ## Problems | Message | Why | What to do | | ------------------------------------------------------------------------------------------------------------------------------------ | --------------------------------------------------------- | ----------------------------------------------------- | | "That person is already in this workspace." | The email belongs to a person who reaches the workspace. | Change the role of the person instead. | | "That email already has a pending invite to this workspace." | An invite for that email waits. | Revoke the old invite, then invite the person again. | | "An organization can have 50 pending invites. Revoke some first." | 50 invites wait. | Revoke the invites that nobody used. | | "Pick the products that the guest sees." | A guest invite names no product. | Select 1 product or more. | | "Invite them to this workspace first." | The person is not in the open workspace. | Invite the person into the workspace, then try again. | | "This invite link is no longer valid. Ask for a new one." | The link expired, someone used it, or someone revoked it. | Ask an owner or an admin for a new invite. | | "You're a viewer here: you can read everything, but not change it. Ask an owner or admin to make you a member." | A viewer changes only its own things. | Ask an owner or an admin for another role. | | "You're an approver here: you can decide what waits on people, but not change the rest. Ask an owner or admin to make you a member." | An approver decides only what waits on people. | Ask an owner or an admin for another role. | | "You're a guest here: you can read and comment on what someone shared with you. Ask an owner or admin for more." | A guest reads and comments only. | Ask an owner or an admin for more products. | | "You don't have" and a product, then "in this workspace" | The person lacks that product. | Ask an owner or an admin to give it to you. | ## Related - [Use organizations and workspaces](/docs/workspaces) - [Answer what needs you](/docs/needs-you) - [Stay in control of your troop](/docs/control) - [Manage your account](/docs/account) - [Settings reference](/docs/settings)