People and access
People and access
Who can do this: Manage Members for the Users and rights dialog. The per-item Manage access… dialog needs a different right: you must be an owner of the space or have created the item. The Billed to panel is shown to owners only. Hide from my list and Leave space are open to anyone. Rights are defined once in the .
What it's for
You decide who can open your space, what they can do, and which parts of it they can reach. You do this in two places. Users and rights sets what a person or group may do across the whole space. The Manage access… dialog on a folder or document narrows or opens one part of the tree.
Before you start
People you invite need a working inbox. The invitation is an email.
Needs your administrator: outgoing email. Invitations, resends and access notices go through the email provider (SMTP or Resend) set under System, Config, Email. If it is missing, adding one person by email shows an error that the invitation could not be sent (access is still granted). The bulk Invite members tab counts the row as invited and shows no warning, because the code does not report a delivery failure there. If invitees say nothing arrived, ask your administrator to check email sending.
Open the dialog
Open the admin menu (the cog in the navigator header, or the ⋮ menu on the space card).
Choose Users and rights. The dialog is titled Access Control, followed by the space name.
Tabs, in order: Users, Invite members, Groups, Group rights.
Invite several people
Open Invite members.
Add addresses with Paste emails, Upload CSV / XLSX, or Add row. Pasted text can be separated by spaces, commas or new lines. Each new row starts as Read-only.
Check the seat line: "Editor seats: X/Y used · Z left", or "Editor seats: unlimited on this plan".
Choose the send button, labelled with the count ("Send N invitations", or Send 1 invitation).
A summary appears: how many were invited (new accounts), added (existing accounts given access) and updated (existing access changed). Anyone you invite who has no account gets a register link; registering through it signs them in and confirms their address.
Rules the code enforces:
Owner and Billing cannot be set here. Owner is granted one person at a time in the Users tab.
If the whole batch needs more seats than remain, it is rejected as a unit and nothing is written. Downgrade some rows to Read-only or upgrade the plan.
An address that looks like a lookalike (for example a Cyrillic letter in a Latin address) refuses the whole batch and names the address.
Someone who already has access keeps their Billing marker if they hold one; their rights are replaced by what the row says.
Add one person
Open Users. Under Add access, type the email.
The dialog says User found. or "User not found in the system. You can invite them below."
Tick rights, and optionally groups under Add to groups (optional).
Choose Add (existing account) or Add user & send invitation (new address).
An existing member whose rights simply change gets no email. A registered person newly given access gets an access notice. A person who has not registered yet gets a register link every time you grant or resend.
Pending invitations and resend
A clock beside an address means the invitation is pending: "Invitation pending — user hasn't registered yet". Choose Resend invitation (the icon button in that row) to send a fresh link. It is refused for someone who has already registered ("they can sign in as usual") and for a blocked account.
Change someone's rights
In Users, choose Edit on the row.
Tick or untick rights. The picker offers Owner, Read, Edit, Submit, Chat, AI Jobs, Manage Members, Manage External Users and Manage Working Calendar. Comment and Fill fields are not in this picker; Comment appears in the per-item dialog.
Choose Save.
Refusals you may meet:
No rights ticked: "Select at least one right, or remove this entry instead." Remove the person instead.
You are the last owner and untick Owner: "You are the last owner. Grant Owner to another user before removing your own Owner right." Pending invitations and groups do not count as owners.
The new rights need a seat and none is left: the plan's seat message.
You hold Manage Members but not Owner, and the change adds or removes Owner: "Only a project owner can grant or remove the Owner right. Ask an owner to make this change."
Careful:
Manage Memberslets you add and remove people and grant every right except Owner. Ticking or unticking Owner, for anyone (yourself included), or removing a person who holds it, needs theOwnerright yourself, or the platform administrator right. Without it the save is refused: "Only a project owner can grant or remove the Owner right. Ask an owner to make this change." The same goes for a group whose rights include Owner. So the Admin role can run the team but cannot make anyone an owner. To get Owner for someone, ask an existing owner.
Groups
Use groups when many people need the same access.
Groups tab: type a name under New group, choose Create. Groups made here are internal (your team). Customer groups are made under External Users.
Expand the group, type a team member's email, choose Add. The person must already have an account: otherwise "No user found with email". Add them in Invite members first.
Group rights tab: under Add group access pick the group, tick rights, choose Add Group. Edit and the revoke button change or remove it.
Renaming and deleting a group, revoking its rights and removing a member from a group each ask for confirmation and list who loses access. Removing someone from a group does not remove rights granted to them directly.
Seats
Only people with Owner or Edit use an editor seat. Read-only members do not. The count is taken from people's own grants across all spaces billed to the same account. It does not look at rights someone gets only through a group. Someone who already edits in another of your spaces costs nothing extra.
A change from Read-only to Editor is checked against seats too, not only invitations.
Billed to
If you are an owner, the top of the dialog shows Billed to: the owner whose account the space counts against, or "Not assigned". If it is not you, Bill this project to me appears.
Choose Bill this project to me. The message "This project is now billed to you" confirms it.
To hand billing to someone else, add them as an owner first. Then they open this dialog and claim it. You can only ever make yourself the payer.
The billed owner cannot be removed from the space, cannot leave it, and is the owner who can delete it.
Control one part of the tree
On a folder or document, open its menu and choose Manage access…. The dialog is titled Access, followed by the item name. If you may not manage it, it says so and the menu item is disabled.
Turn on Restrict access. Only the people and groups listed on that item can open it and what is inside it. Without it, the item "inherits access from the project".
The creator and you are added as managers so nobody is locked out.
Use Users and Groups to add people or groups with Read, Comment, Edit, Submit, or Manage. In this dialog the Owner right is shown as Manage.
Access flows down the folder tree. A restricted folder restricts its whole subtree. Project owners and administrators cannot be restricted this way. On a data table the dialog adds Row visibility and Column visibility tabs; see the matrix.
For customers, the same item menu has External users access…. Its switch is labelled Publish in the external portal (the translation file also holds an unused wording, "Expose to external portal"). A folder publishes its whole subtree. It exposes nothing until you also grant an external group access. Details in .
Remove someone
In Users, choose Remove access (the red trash button) on the row.
Confirm Remove member. "They lose access immediately. You can add them again later, but their rights are not restored automatically."
This deletes only their own grant. Their account stays, and any rights they have through a group remain until you remove them from the group too.
Refused: the last active owner ("At least one owner is required. Grant Owner to another user first.") and the billed owner ("Transfer billing to another owner before removing them."). If you remove your own access you are asked first (Remove my access), and you are sent to the start page.
A staff table's User column can also invite and link people. That needs Manage Members on the space and Edit on the table, and a row cannot be deleted while its person still has access.
Hide or leave a space
Hide from my list removes the space from your own list. It never changes anyone's access, and a direct link still works. Show in my list brings it back. Hidden spaces are listed under Hidden spaces.
Leave space removes your own rights and your membership of the space's groups. "You cannot undo this yourself — someone still in the space would have to invite you back." It is not offered on a demo space, which is shared with everyone: hide it instead.
Leave is refused if you pay for the space ("Transfer billing to another owner before leaving"), are its last owner ("Grant Owner to someone else before leaving"), or have no access of your own.
How to check it worked
The person appears in Users with the rights you ticked, and the clock is gone once they register.
Sign in as that person, or ask them, and check what they see. For a customer, use the portal.
The seat line in Invite members moves after an editor is added.
Undo / what can go wrong
Nothing here has an undo button. Re-add the person and re-tick their rights.
Removing your own access is only reversible by another owner.
A restricted item hides content from everyone not listed, including people who could see its parent.
For your team
Hide from my list tidies your list. Leave space is how you give up access.