Manage your team

This is where you manage who belongs to your organization: invite people, adjust roles, revoke access and trace who changed what and when. You reach this area through the sidebar under Team. Every member can also view their own role and their own access rights.

Best for: inviting new colleagues, adjusting a role after someone changes jobs, revoking access for a person who has left, and tracing a change after the fact.

Before you begin

• Inviting people, changing roles, removing members and viewing the activity log are reserved for owners and administrators. This is built in and cannot be delegated to Editor or Member.
• Every member can view their own role and their own access rights, regardless of their role.

Invite a person

1. Open Team → Members.
2. Click Invite.
3. Enter First name, Last name and Email address.
4. Choose the Role: Viewer, Member, Editor or Administrator.
5. Click Send invitation.

Choose Editor as the starting role if the person should maintain organization-wide content but manage neither members nor organization settings. Afterwards, check under Settings → Roles & permissions which content permissions are actually enabled for editors in your organization. If a person should only maintain a single restricted knowledge base, invite them as a Member instead and give them the Editor access level there under Settings → Access → Add person.

The invited person signs in with the link from the email and explicitly confirms joining with Accept invitation; only then does the membership exist. An administrator can assign at most the Editor role by invitation. Only an owner can invite another person as Administrator. As long as an invitation is open, it is listed under Pending invitations; through ⋮ you copy the link again (Copy invitation link) or withdraw the invitation (Cancel). An invitation is valid for seven days; after that, the person needs a new one.

Change a role

1. In Team → Members, click the current role in the person's row.
2. In the menu, choose the new role: Viewer, Member, Editor or Administrator.

Nobody can change their own role. Only an owner can make another person an owner (Make owner) or change the role of an existing owner. An administrator, on the other hand, unlike with invitations, may also make another person an administrator; only the Owner role remains reserved. At least one owner and at least one administrator must remain in the organization. An attempt to demote the last of them is rejected. Every role change appears in the activity log.

Remove a member

1. In Team → Members, click ⋮ in the person's row.
2. Click Remove.

This takes effect immediately and without any further confirmation: the person loses access to the organization at once. You cannot remove yourself, an administrator cannot remove an owner, and the last remaining owner stays protected.

Adjust the permissions of a role

Editor and Member start with a default level of permissions; as an administrator, you extend or restrict them individually.

1. Open Settings → Roles & permissions.
2. Select or clear the checkbox in the Member or Editor column for the permission in question.
3. Click Save permissions.

Five permissions, including Manage members, Configure roles and View audit log, are always reserved for owners and administrators, so that nobody can grant themselves higher rights; they cannot be enabled here. All roles and their permissions at a glance: Reference.

View your own role and access

1. At the bottom left, click your name.
2. Go to My account → My role & access.

You see your role and, as a Member or Viewer, which individually shared knowledge bases you may use in addition. You can also reach the same content directly through Team → Roles; there you additionally see all five roles with their permissions, read-only.

Read the activity log

1. Open Team → Activity log.
2. If needed, narrow down the list with the filter at the top right, for example to Role changes or Invitations sent.

The log shows changes to members, roles and invitations as well as DPA and knowledge base access events, grouped by date. It goes back 90 days; older entries are deleted automatically.

A role cannot be changed

Usually one of the built-in protection rules applies; it is not an error. You can neither change your own role nor demote or remove the last remaining owner or administrator, and only an owner may appoint another owner or change an owner's role. First appoint a second person as owner or administrator; after that, the original change can be made.

Next step

• Settings: DPA, data processing and other organization settings.
• Getting started: sign-in, dashboard and roles at a glance.
• Reference: all roles and permissions in one place.