How to manage members

Overview

This guide covers how to invite new users to your organization, add existing users to workspaces, and manage member access across your TheyDo account — all from the All members page.

Before you start

  • You need the Organization Manage permission to invite new users.
  • Workspace Admins can manage members within their own workspace.

Invite a new user to your organization

  1. Go to Settings > All members (under Organization).
  2. Click + Invite in the top right.
  3. Enter the user's email address. You can add multiple addresses separated by commas or one per line.
  4. Select an organization role:
    • Organization Viewer — the right choice for most users; gives access to all public workspaces
    • Organization Admin — for platform administrators only
    • Or any custom role you've created
  5. Select one or more workspaces to invite them to and assign the appropriate workspace role for each.
  6. Click Send invite.

The user will receive an email with setup instructions. Once they accept, they'll have access based on the roles you assigned.

Add an existing user to a workspace

You can do this directly from the All members page — no need to navigate to individual workspace views.

  1. Go to Settings > All members (under Organization).
  2. Find the user by name or email, or use the workspace filter chips to see who is or isn't in a specific workspace.
  3. Click on the user's workspaces to open the workspace membership panel.
  4. Add them to one or more workspaces and assign the appropriate role for each.
  5. The change saves automatically.

Alternatively, you can manage access from within a specific workspace:

  1. Go to Settings > Workspaces and select the workspace.
  2. Click Workspace members from the menu.
  3. Toggle Include uninvited users (top right) to see all organization members not yet in this workspace.
  4. Find the user and assign a workspace role under the Workspace role column.

Manage existing members

From Settings > All members, you can:

  • Change an organization role — click the role dropdown next to any user
  • View workspace access — the Workspaces column shows the names of each workspace a user belongs to, along with their role in each
  • Filter by workspace — use the workspace filter chips to quickly see who is or isn't in a specific workspace
  • Bulk edit workspace membership — add users to multiple workspaces directly from this page without navigating to individual workspace views
  • Resend an invitation — for users with a Pending status who haven't accepted yet
  • Deactivate a user — removes their access; their profile moves to the Deactivated tab

The Active/Invited tab shows current members and pending invitations. The Deactivated tab shows previously removed users and their former roles.

Tips

  • The Editor Status column shows whether a user counts as a billable editor. This is based on whether they can edit content anywhere in the organization.
  • For private workspaces, users must be explicitly assigned a workspace role — Organization Viewers don't get automatic access.
  • You can't deactivate your own account.