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Invite Team Members to Your Workspace

OnePass makes it easy to collaborate with your team by allowing workspace owners and admins to invite team members and external collaborators. This guide walks you through the process of inviting users, assigning roles, and managing access within your workspace.

Who Can Invite Team Members?

  • Workspace Owners: Full control over the workspace, including inviting and managing members.
  • Admins: Can invite and manage members but cannot delete the workspace.

Roles and Permissions

1. Admin

  • Permissions:

    • Invite and manage team members.
    • Edit workspace settings.
    • Access and manage all projects and documents.

  • Use Case: Ideal for team leaders or managers who need full control over the workspace.

2. Team Member

  • Permissions:

    • Access and contribute to all projects and documents within the workspace.
    • Cannot invite new members or edit workspace settings.

  • Use Case: Ideal for regular team members who need access to shared resources.

3. External Collaborator

  • Permissions:

    • Access only the specific projects or items they are assigned to.
    • Cannot view or edit other workspace content.

  • Use Case: Ideal for freelancers, contractors, or partners who need limited access to specific projects.

How to Invite Team Members

  1. Log in to your OnePass account.
  2. Go to the Workspace section and select the workspace you want to manage.

Invite Team Members

  1. Click on the Team Members tab.
  2. Click Invite Members.
  3. Enter the email addresses of the users you want to invite.
  4. Assign a role (Admin, Team Member, or External Collaborator).
  5. Click Send Invitation.

How to Manage Team Members

1. Edit Roles

  • Go to the Team Members tab.
  • Click on a member’s name and select Edit Role.
  • Choose a new role and save your changes.

2. Remove Members

  • Go to the Team Members tab.
  • Click on a member’s name and select Remove Member.
  • Confirm your decision.

Best Practices for Managing Team Members

1. Assign Roles Carefully

  • Only grant Admin access to trusted team members who need full control.
  • Use External Collaborator roles for freelancers or partners to limit access to sensitive information.

2. Communicate Clearly

  • Let team members know their roles and permissions upfront.
  • Provide guidelines on how to use the workspace effectively.

3. Regularly Review Access

  • Periodically review who has access to your workspace and adjust roles as needed.
  • Remove inactive or unnecessary members to maintain security.

Frequently Asked Questions (FAQs)

Can I change a team member’s role after inviting them?

  • Yes, you can edit a team member’s role at any time by navigating to the Team Members tab and selecting Edit Role.

What happens if I remove a team member?

  • The member will lose access to the workspace and all shared content.
  • Any documents they created or edited will remain in the workspace.

How many team members can I invite to a workspace?

  • The number of team members you can invite depends on your OnePass subscription plan. Check your plan details for more information.
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