Invite people and change their roles
You need to be an owner or admin of the workspace. People are invited to the workspace, as an admin or a member, and can be put on teams as they join. Roles and permissions lists what each role may do.
Invite people
Open the workspace menu at the top of the sidebar and choose Invite and manage members. You can also choose Settings, then Members under Workspace.
Click Invite people.
Under Email addresses, enter one or more addresses, separated by commas or new lines. You can invite up to 50 at once.
Under Invite as, choose Member or Admin. Everyone in this round is invited with the same role. Nobody can be invited as an owner: invite them as an admin, then change their role once they have joined.
Under Teams, tick the teams they should join. Leave it as No team to invite them to the workspace only.
Click Send invites.
The dialog's title counts what happened, as in 2 invited · 1 sent again, and
the dialog lists each address with its outcome:
| Outcome | What happened |
|---|---|
| Invited | An invite was emailed to the address. |
| Sent again | The address already had a pending or expired invite. It was emailed again with a new link, the role and teams you chose this time, and another 14 days. |
| Already a member | The address belongs to someone in the workspace. Nothing was sent. To put them on a team, add them to it. |
Not sent. Please resend it from Pending invites. | The email could not be sent. Resend the invite. |
Click Done. The new invites appear under Pending invites on the Members page until they are accepted, revoked or expire.
If an address under Email addresses is not an email address, the dialog names it under the field and sends nothing. Correct or remove it.
Follow up on a pending invite
Under Pending invites, each row shows the address, its teams, who invited them and when the invite expires. Open the actions menu at the end of the row:
- Resend invite emails a new link with another 14 days. The old link stops working.
- Revoke invite takes the invite back. Its link stops working.
An invite that expires leaves the list. To try again, invite the address again; the outcome reads Sent again.
To see only the pending invites, open Filter members and set Show to Pending invites. The same filter shows only Owners, Admins or Members.
Change a role
On the Members page, open the actions menu at the end of a person's row, choose Change role, then Owner, Admin or Member. You can also change a role from the role beside a person's name on a team's General page.
If a person's row has no actions menu, you may not change their role:
- An admin can change only members, and can make them admins but not owners.
- An owner can change anyone, including other owners.
- The last owner of a workspace cannot be given another role. Make someone else an owner first.
Add a member to a team
Open the workspace menu, choose Settings, and under the team's name click General.
Click Add a member. Under In the workspace, choose the person.
The menu lists only people in the workspace who are not on the team. To bring in someone new, choose Invite someone new instead: the invite dialog opens with the team already ticked under Teams.
What the person you invite does
The person gets an email from Spotlight whose subject names you and the workspace, with an Accept the invitation button. They open it, click Continue with GitHub if they are not signed in, then Accept invitation, and land in the workspace's inbox. They must sign in with the address you invited. Join a workspace from an invitation walks them through it.
When they accept, they join the workspace with the role you chose and the teams you ticked that still exist. Someone already in the workspace keeps their role and is added to the teams.
An invite lasts 14 days. If it runs out, invite the address again or click Resend invite while it is still pending.
On a self-hosted Spotlight, invites are emailed through the mail server the deployment is set up with. Without one, the message is written to the control plane's log instead, and the outcome still reads Invited.
Related
- Roles and permissions
- Errors and messages
- Issue a workspace token, which gives scripts and CI access to the workspace. A workspace token cannot invite people.