Members and access requests

Every screen on this page is visible only to an owner or an administrator of a team organisation; a personal organisation has none of it, because a personal organisation has no members to manage.

What this does for you

This page shows an administrator how to invite a colleague, change or remove a role, and decide a request to join from an address on one of your join domains.

Before you start

• You are signed in as an owner or an administrator, on Organisation → Members.
• The organisation is a team organisation, not personal — a personal organisation's owner is its only member, and removes their own account instead of a membership.
• For a role change or a removal, the organisation keeps at least one owner: the last owner can neither be demoted nor removed.
• To invite someone, the organisation has an open seat and fewer open invitations than its limit; an invitation you send expires after seven days if nobody accepts it.

Steps

1. Open Organisation → Members. The roster lists every live member with their role and the date they joined; open invitations are listed separately, below it.

   <!-- shot: members-and-access-01-phone.png | Organisation → Members, on a phone --> <!-- shot: members-and-access-01-desktop.png | Organisation → Members, on a desktop -->

2. Invite a colleague: type their address, choose Administrator or Member — an owner is never invited, and a guest joins only through an access request, never an invitation — and send it. The invitation's link is never shown again once it has been sent; resend by revoking the open invitation and inviting the address again.

   <!-- shot: members-and-access-02-phone.png | Inviting a colleague, on a phone --> <!-- shot: members-and-access-02-desktop.png | Inviting a colleague, on a desktop -->

3. Change a member's role from the roster, or remove them. An administrator may promote or demote anyone but an owner; only an owner may change a role to or from owner. Removing yourself is refused — close your own account instead.

   <!-- shot: members-and-access-03-phone.png | Changing a member's role, on a phone --> <!-- shot: members-and-access-03-desktop.png | Changing a member's role, on a desktop -->

4. Above Open invitations, decide a pending access request with Approve or Deny, and set the Join domains your organisation accepts requests from. A denied request does not stop the same person asking again later, and the queue shows how many times they were declined before.

   <!-- shot: members-and-access-04-phone.png | The access-request queue and join domains, on a phone --> <!-- shot: members-and-access-04-desktop.png | The access-request queue and join domains, on a desktop -->

A worked example

The Join domains field takes a comma-separated list, at most twenty domains, each trimmed, lower-cased and matched against the part of an address after the @:

acme.example, acme.co.uk

Anyone who signs in with an address on acme.example or acme.co.uk then sees a Request access row for this organisation, with an optional message, on their own Settings → General.

What can go wrong

See also

• Organisation policies
• Data residency and rights