Invite and manage your team

Add your colleagues, assign roles and distribute files to work as a team without stepping on each other.

As a team, organization makes all the difference. Inviting your colleagues into Joinways, giving each one the right role and clearly splitting the files turns a confusing inbox into a well-oiled machine where nobody steps on anyone's toes. This page walks you through building your team, dosing access and assigning responsibilities.

The point isn't just to add accounts: it's to define who sees what, who can act on what, and who owns each incoming request. Set up well, this structure prevents oversights, duplicate follow-ups and conflicting access to sensitive information.

Prerequisites

Before inviting your team, you need an active Joinways workspace and an account allowed to manage members (administrator or workspace owner).

Check your plan: the number of members you can invite depends on your subscription. If you're nearing the limit, review your plan before sending invitations.
Prepare the list of your colleagues' email addresses: each invitation goes to a specific address.
Decide ahead of time who needs admin rights and who only needs everyday access: it's easier to decide before inviting than after.

What you'll learn

Invite a team member into your workspace.
Assign a role suited to each function.
Assign files so everyone knows what to handle.
Review and remove access over time.

Invite a member

The invitation is the starting point: it links an email address to a role in your workspace. Until the person accepts, they appear as a pending invitee.

Go to Settings then Team.
Click Invite and enter the email of the person to add.
Choose their role from the available ones: that role determines their rights once they connect.
Confirm: the person receives an invitation to join the workspace by email.

Once the invitation is accepted, the member appears in the team list and can start working according to their role's rights.

While the invitation stays pending, you can track it from the team list: handy for spotting a wrong address or an email that never arrived.

Manage the team list

The team list gathers in one place all active members and all pending invitations. It's your dashboard for knowing who makes up the workspace and with which role.

Open Settings then Teammates to see all members and their role.
Spot the invitations still pending, distinct from members who have already accepted.
Change a member's role or remove their access directly from this list when needs change.

Assign a role

The role is the cornerstone of team security: it decides what each person can see and do. Giving access suited to each function avoids both frustration (too few rights) and risk (too many rights).

Give access suited to each function: a salesperson doesn't have the same needs as an administrator.
Limit sensitive actions to administrators, so critical operations stay in the right hands.

When in doubt, start from the most restricted role: it's always easier to widen rights than to repair an information leak.

Assign files

Assigning an owner to each file is what keeps requests from falling through the cracks. Everyone knows which files are theirs, and follow-ups no longer depend on anyone's memory.

For each incoming request or event, designate a clear owner.
The owner becomes the point of contact: they see their files and handle the follow-up end to end.
Split new requests as they come in to avoid leaving any file without an owner.

Roles and permissions reference

Here are the access principles to know in order to dose everyone's rights well.

Administrator: extended access, including sensitive actions; this is the role that manages members and critical settings.
Standard member: everyday access to their files and daily work features, without the sensitive actions reserved for administrators.
File owner: the person designated as owner of a file or event, in charge of its follow-up.
Pending invitee: an address an invitation was sent to but that hasn't accepted yet; it has no access yet.
Removed member: a person whose access was revoked; they can no longer view or handle any file in the workspace.

The exact rights depend on the role assigned: give each function the access level it truly needs, and reserve sensitive actions for administrators.

How it works

An invitation links an email address to a role. When the person accepts, their role automatically determines what they see and can do in the workspace.

Files, on the other hand, attach to an owner. This assignment is independent of the role: one standard member can own many files, and a file has one clear owner at a time.

So the role governs the technical rights (what is allowed), while the assignment governs the organization of work (who handles it).

Edge cases

You reach the member limit: your plan caps the number of invitations. Review your subscription to increase capacity before inviting more people.
Someone leaves the team: remove their access immediately so they can no longer view the files, even if they kept their role before.
A file with no owner: it risks going unnoticed. Always assign an owner, even a temporary one, to every new file.
An invitation stays pending too long: the person may never have received it. Check the address and resend the invitation from Settings then Team.

💡 Good to know: assigning an owner to each event prevents oversights and clarifies who does what. It's the reflex that separates a team that follows up on time from a team that discovers a forgotten file too late.

Best practices

Always assign a file owner: no file should remain orphaned.
Remove access for people who leave as soon as they depart, without waiting.
Review roles regularly: needs evolve, and a right granted one day may become useless.
Reserve the administrator role for a small number of trusted people.
Split incoming requests as they come in rather than letting a shared queue pile up.
Document internally who is an administrator, so everyone knows who to ask for a sensitive action.
Check pending invitations: an invitation never accepted often signals a wrong address.

Troubleshooting

Problem: the invited person doesn't receive the invitation. Cause: the email may have been mistyped or filtered as spam. Solution: check the address, ask the person to look in their spam folder, then resend the invitation from Settings then Team.

Problem: a member can't see a file. Cause: the file isn't assigned to that person, or their role doesn't allow it. Solution: assign them the file as owner or adjust their role for the required rights.

Problem: you can't invite a new member. Cause: you've probably reached your plan's limit. Solution: review your subscription and upgrade your plan, or remove an inactive access to free up a seat.

Real-world example

A team of 4 splits incoming inquiries by owner. Everyone sees their files, follow-ups no longer fall through the cracks and tracking becomes predictable. Each file's owner knows exactly what to handle, and the administrator keeps control of the sensitive settings.

Another example

A new colleague joins as seasonal reinforcement. The administrator invites them by email with a standard member role, assigns them a few incoming files, then adjusts their rights over the weeks. At the end of the season, their access is removed in one click, leaving no open door onto the workspace data.

FAQ

How many members can I invite?

It depends on your plan; check your subscription to know how many members are included.

How do I invite someone?

Go to Settings then Team, click Invite, enter the email and choose the role.

What's the difference between a role and a file assignment?

The role defines rights (what you can do); the assignment defines who is responsible for a specific file.

What happens when someone leaves the team?

Remove their access: the person can no longer view or handle the workspace files.

Does every member need an administrator role?

No. Reserve the administrator role for people who manage members and sensitive actions; the rest stay standard members.

Can a file have several owners?

Designate one clear owner per file to avoid dilution; that person is the point of contact for follow-up.

How do I resend an invitation that wasn't received?

Check the recipient's address and spam folder, then resend the invitation from Settings then Team.

Can I change a member's role afterwards?

Yes: from Settings then Team, change a member's role whenever their responsibilities evolve.