New person on your team? You'll need to invite them to your Workspace as a member or admin.

Need to collaborate with a person outside of your organization? Invite them as a guest by sharing specific items with them. Guests only have access to those shared items. 

What you'll need

• You must be an owner or admin to manage billing.
• Owners, admins, and members can invite guests by sharing specific items, like Folders, Lists, and tasks with them. 
• By default, owners, admins, and members can invite members. These settings can be edited and managed on your Workspace Security & Permissions page.  

  The permission that allows members to invite members is currently in beta. Once the beta concludes, this permission will be turned on by default for Workspaces on all plans.

Internal and external guest pricing

• External guests: External guests are people from outside your organization like partners and contractors.
• Internal guests: People from inside your organization.

• Internal and external view-only guests: No charge.
• External permission-controlled guests: Charges are calculated according to your permission-controlled guest-to-member ratio.
• Internal permission-controlled guests: Same charge as adding a member to your Workspace.

What is a member seat?

When discussing billing, a member or member seat refers to anyone invited to a Workspace as a member or admin.

The Workspace owner takes one member seat. There can only be one Workspace owner, but ownership can be transferred. 

There's no difference in the charges for inviting a member or admin. 

Paid plan member seat pricing

On paid plans, a subscription is charged for each member you add to your Workspace. Take a look at our Pricing page to see the subscription fee per plan. 

If you add a member in the middle of your billing cycle, you're charged a prorated amount for the number of days left until your plan renews. 

If a member leaves your Workspace, the next member you add fills their seat. 

Guest permission types

Guest permissions can be given to internal and external guests. Available permissions vary by plan in the following way:

• Free Forever: Guests always have the full permissions that are available for the items shared with them.
• Paid plans: You can either give each guest specific permissions or set them up as view-only.

Our permission-controlled option offers more flexibility. You can limit what these guests can access and do. You can add permission-controlled guests to specific locations and set their available actions in those locations.

Number of seats varies by plan. If you don't have a permission-controlled guest seat, inviting a guest costs the same as a member seat does for your plan.

The following table shows the difference between guest permission types:

You can't invite guests to Spaces on any plan.

Permission-controlled guest-to-member ratio

Each paid plan includes a number of permission-controlled guest seats. For each member you invite, more permission-controlled guest seats are added.

In a one-member Workspace, the member is the owner.

A one-member Workspace on the Unlimited Plan:

• Has the limit of 5 permission-controlled guests available to a one-member Workspace.
• When they invite 1 member, they'll have a total of 7 permission-controlled guest seats.

A one-member Workspace on the Business, Business Plus, and Enterprise Plans:

• Has the limit of 10 permission-controlled guests available to a one-member Workspace.
• When they invite 1 member, they'll have a total of 15 permission-controlled guest seats.

Number of members and guests in your Workspace

To check the number of members you have and the number of permission-controlled guest seats available:

1. Click your Workspace avatar then select Manage users.
2. In the upper-right of the Manage people page, there's a Full members tab, an External Guests tab, and an Internal Guests tab. The numbers in parentheses show:
   • Full members: How many admins and members you have. This includes the Workspace owner.
   • External Guests: How many external permission-controlled guests you have/how many you have left.
   • Internal Guests: How many internal guests you have. 

The number of members and guests in your Workspace also displays on your Billing page. 

Calculating charges for guests

Charges for inviting people are calculated according to your permission-controlled guest-to-member ratio. If you invite more permission-controlled guests than your plan provides, you will automatically be charged for member seats.

• For example, your Workspace is on the Unlimited Plan and you're the owner/only member.
• A one-member Unlimited Workspace starts with 5 permission-controlled guest seats.
• In the middle of your billing cycle, you invite 1 more member.
• When that member joins your Workspace, you get 2 additional permission-controlled guest seats.
• Now you have the 5 seats you started with, plus 2, for a total of 7 permission-controlled guest seats.

You'll be automatically charged for a new member when:

• You've run out of permission-controlled guest seats and you invite a permission-controlled guest.
• You've run out of permission-controlled guest seats and you add a view-only or permission-controlled guest to a Team. When adding view-only guests to a Team, they automatically become permission controlled.

You can reduce the number of permission-controlled guests by doing one of the following:

• Set an existing guest's permissions to view-only.
• Remove a view-only guest from all of their Teams.
• Remove a guest from your Workspace.

When you remove a member or internal guest from your Workspace, their seat remains open. If your Workspace has an open seat, you can fill it by adding a new member or internal guest or converting an external guest to a member for no charge.