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Manage admins, members, and guests

Manage the admins, members, and guests in your Workspace. 

 

User role availability and limits vary by plan. Learn more

 

Manage admins, members, and guests

The limited member read only and limited member roles are slowly being released to all Workspaces. Learn more

Guest and member info and settings are located on the Manage People page. By default, only Workspace owners and admins can manage People settings for a Workspace. These permissions may be limited if user permissions for admins have been edited.

To manage People settings:

  1. In the upper-left corner, click your Workspace avatar.
  2. Select Manage users.
  3. From the Manage people page, click the Full members, Guests, or Limited Members tab.

See and manage the following guest info:

Setting Description

Full members counter

 The counter on this tab shows the number of full members in your Workspace.

Limited members counter

The counter on this tab shows the number of limited members and limited members read only in your Workspace.

Limited members read only have a View Only badge next to their names.

The limited member and limited member read only user roles are slowly being released to every Workspace. Owners and admins will receive an email before this role is activated in their Workspace.

Guests counter

The counter on this tab shows the number of permission-controlled guests / the number of permission-controlled guests your Workspace has left. The number includes permission-controlled guests whose invitations are still pending. 

View-only guests are not included in the counter. They have a View Only badge next to their names.
Email column The person's email. To copy the email, hover to the right of their Email column and click Copy. 
Role column

The person's role.

Convert a user role: You can convert the person's user role by clicking the dropdown and selecting Member, Limited Member, Guest, or Admin.

Share items and locations: You must also share items and locations with limited members, limited members read only, and both guest types. These user types can only access what is shared with them.   
Security column Two-factor authentication is enabled if a mobile device icon displays.
Access column

This column only displays for limited members, limited members read only, and both guest types. These user types can only access what is shared with them.

Edit or remove permissions: From the Access column, you can edit or remove permissions for a shared item.
Permissions column

This column only displays for limited members, limited members read only, and both guest types. 

Edit or add permissions: These user types can be given individual Workspace-level permissions.
Last active column The date this person was last active.
Settings

To manage settings:

  1. In the Settings column, click the ellipsis ... menu.
    • If the invite is pending, you can resend or cancel the invite.
    • After the invite has been accepted you can do the following:
      Make full member: Convert the guest to a member.
      Make sure you have all the info about Converting user roles. You may be charged when converting user roles, depending on your plan.  
      Copy member ID: Copy the guest's ID.
      Remove: Remove the guest from the Workspace.
Pending badge This person hasn't accepted their invitation yet. 
View Only badge This person is a view-only guest or a limited member read only. 
Info icon

Click to see the following info:

  • Invited by: The person who invited the guest.
  • Invited on: The date and time the guest was invited.
  • Joined on: The date and time the guest accepted the invitation. 

Convert user roles

Read our article Convert user roles to learn how to change a person's user role. 

Change or remove a guest's or limited member's permissions and access

People can be given four permission levels when individual locations and items are shared with them. 

For example, Cory was invited to the Blue Team's Folder with view only permissions. Then the Blue Team lead decided to give Cory comment permissions. View only no longer displays next to Cory's name.

You can only edit a person's access to items and locations that you can access. 

To change or remove permissions or access:

  1. In the upper-left corner, click your Workspace avatar then Manage users.
  2. On the Manage people page, select the Guests or Limited Members tab. 
  3. Scroll to the right of the person's name and email to the Access column.
  4. Click the item or location and select one of the following actions:
    • Remove All: Remove the person's access to every shared item or item in that location.
      For example, you want to remove the person's access to Folders. You do want them to access their tasks in those Folders. In the Access column, you click Folders. From the Shared Folders modal, you select Remove All. They still have access to their tasks, not the Folders. 

      Screenshot of the Access column.

    • Remove individual items and locations: Click the x icon to the far right of the item or location name. 
    • Change the person's permissions: Change the person's permissions to their items and locations individually. 
      For example, you want to change the person's permissions for one task from full to view only. In the Access column, you click Tasks. From the Shared Tasks modal, you click Full to the right of the task's name and select View only from the dropdown. 

      Changing permissions for view only guests or limited members view only to comment, edit, or full also converts their user role. 

      Screenshot of the Access column, highlighting clicking Tasks and showing the Shared Tasks modal.

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