Invite teammates and manage seats

Teammates are invited from Settings > Team, one email address at a time. You give them a name, an address and a role, and they get a link that works for seven days.

Who can do this

Workspace admins. Available on Growth and above, because a Free workspace has a single seat and no room for a second person.

Send an invite

1. Open Settings > Team.

2. Click Invite teammate in the Members card.

   

3. Type their First name and Email. Last name is optional.

4. Pick a Role. Member is preselected, and the question-mark icon next to the label sums up what each role covers.

5. Click Send invite.

   

The dialog confirms with Invite sent and the email is on its way.

What happens next

A row appears in Members right away, showing the role you granted and an Invited badge. Nothing else changes until the person opens the link, sets a password and joins, at which point the badge flips to Active and they can sign in.

Invite the same address a second time and the existing invite is refreshed with a new seven-day link rather than duplicated. An address that already belongs to a member of this workspace is rejected outright.

Revoke a pending invite

Open the actions menu at the end of the person's row and choose Remove from workspace, then confirm with Remove. On an Invited row that cancels the invitation and kills the link, so a forwarded email is worthless to whoever holds it.

The same menu item on an Active row removes a joined member instead. That drops them from every team they were on, ends their sessions, and leaves the documents they created in place.

Seats and the seat cap

Paid workspaces show a seat line next to the Members heading, reading something like 3 of 5 seats used. Pending invites count towards that number, since the seat is held for them.

Manage seats opens the seat editor, where you change how many seats the workspace pays for. When you're paying for more seats than you have members, a reduce seats to save link appears in the same line.

Running out of seats plays out in one of two ways, and which one you hit depends on how your plan counts people.

A plan with a fixed member limit. Free stops at one person. A trial, or a custom plan priced as a flat fee, stops at whatever number that plan allows. Once the workspace holds that many people, Invite teammate is grayed out and a notice above the table names the limit. There's nothing to buy inside the invite dialog on these plans.

A plan billed per seat. The button stays live, so you fill in the dialog and click Send invite. Only then does the app tell you every paid seat is occupied, because the seat check happens when the invitation is submitted.

If something goes wrong

• Invite teammate is grayed out. You're on a plan with a fixed member limit and the workspace has reached it. Revoke a pending invite you no longer need, remove a member, or move up a plan. On a per-seat plan the button stays live and the seat problem surfaces when you submit the invite instead.
• The link says the invitation expired. It was more than seven days ago. Send a fresh invite to the same address.
• "Already member" appears when you submit. That email is already on the members list, possibly under a name you did not expect. Search the list for the address before inviting again.
• They accepted, but cannot see anyone else's documents. That's the role doing its job, not a bug. Roles decide who sees what.
• No email arrived. Ask them to check spam, then revoke and re-invite to trigger a new send.