Managing Workspace Members (Owners/Admin Only)

How to Access Member Management

Step 1: Navigate to Workspace Settings

1. Go to Settings (click your profile menu in top right)
2. Select Workspace from the settings sidebar
3. Click on the workspace you want to manage
4. You'll see the workspace edit interface

Step 2: Find Member Management Section

• The member management area includes two main sections:
  • Manage members: View and manage existing members
  • Invites: View and manage pending invitations

Who Can Manage Members

Workspace Owner

• Full access to all member management features
• Can invite new members with any role (User, Admin)
• Can edit roles of existing members
• Can remove any member from the workspace
• Can manage pending invitations

Workspace Admin

• Can invite new members with User role
• Can edit roles of User-level members
• Can remove User-level members (cannot remove other Admins or Owner)
• Cannot change or remove the workspace Owner
• Can manage invitations they sent

Workspace User

• Cannot invite members
• Cannot manage other members' roles
• Can only view other workspace members
• No access to member management features

Inviting New Members

For Owners and Admins

1. In the member management section, click Invite member button
2. Fill in the invitation details:
   • Email: Enter the email address of the person to invite
   • Role: Select the role (User or Admin)
3. Click Send invite

What Happens Next

• The invited person receives an email invitation
• They can click the link to accept and join the workspace
• If they don't have an Eloquens AI account, they'll be prompted to create one
• Once accepted, they appear in your member list
• The invitation has an expiration date

Managing Existing Members

Viewing Members

• All workspace members are displayed in a table format
• Shows member name, email, and role
• Use the search box to find specific members
• Click column headers to sort by name, email, or role

Editing Member Roles

1. Find the member in the member list
2. Click the three-dot menu (⋮) next to their name
3. Select Edit Role
4. Choose the new role from the dropdown:
   • User: Basic workspace access
   • Admin: Can manage members and settings
   • Owner: Full control (only one Owner per workspace)
5. Click Update to save changes

Removing Members

1. Locate the member you want to remove
2. Click the three-dot menu (⋮) next to their name
3. Select Remove or Delete
4. Confirm the removal in the confirmation dialog
5. The member immediately loses access to the workspace

Managing Pending Invitations

Viewing Invitations

• The Invites section shows all pending invitations
• Each invitation displays:
  • Email address
  • Status (pending, expired, etc.)
  • Who sent the invitation
  • Sent date and expiration date

Resending Invitations

1. Find the pending invitation
2. Click the three-dot menu (⋮) next to the invitation
3. Select Resend
4. A new invitation email is sent with updated expiration date

Canceling Invitations

1. Find the pending invitation
2. Click the three-dot menu (⋮) next to the invitation
3. Select Invalidate or Delete
4. Confirm the cancellation
5. The invitation link becomes invalid

Member Roles and Permissions

Permission	Owner	Admin	User
Workspace Management
Create Workspace	✅	❌	❌
Edit workspace name and settings	✅	✅	❌
Delete entire workspace	✅	❌	❌
Member Management
Invite new members	✅	✅	❌
Assign Owner role	✅	❌	❌
Assign Admin role	✅	❌	❌
Assign User role	✅	✅	❌
Edit User roles	✅	✅	❌
Edit Admin roles	✅	❌	❌
Remove User members	✅	✅	❌
Remove Admin members	✅	❌	❌
Invitation Management
Send invitations	✅	✅	❌
Resend invitations	✅	✅	❌
Cancel invitations	✅	✅	❌
Workflow Management
Create workflows	✅	✅	✅
Edit own workflows	✅	✅	✅
Edit others' workflows	✅	✅	✅
Delete own workflows	✅	✅	✅
Delete others' workflows	✅	✅	✅
Content Access
Access workspace content	✅	✅	✅
Participate in conversations	✅	✅	✅

Important Notes:

• Only one Owner per workspace (ownership can be transferred)
• Owner cannot remove themselves - must transfer ownership first
• Role changes take effect immediately after saving
• Removed members lose access instantly and must be re-invited

Search and Filter Features

Member Search

• Use the search box to find members by name or email
• Search is real-time and case-insensitive
• Results update as you type

Sorting Options

• Click column headers to sort members
• Available sort options:
  • Name (A-Z or Z-A)
  • Email (A-Z or Z-A)
  • Role (Owner, Admin, User)
• Sort direction indicated by arrow icons

Best Practices

Role Assignment

• Start new members with User role
• Promote to Admin only when necessary
• Limit Owner role to one trusted person
• Review roles regularly

Security Management

• Remove inactive members promptly
• Monitor workspace activity
• Use strong email verification
• Regularly audit member permissions

Communication

• Notify team about role changes
• Provide workspace orientation for new members
• Set clear expectations for workspace usage
• Create feedback channels for members

Troubleshooting

Invitation Issues

• Check recipient's spam/junk folder
• Verify email address is correct
• Resend expired invitations
• Contact support if problems persist

Permission Problems

• Ensure you have appropriate role permissions
• Check if member is Admin (only Owner can remove)
• Verify role changes are saved
• Ask member to refresh their browser

Access Issues

• Members may need to log out and back in
• Clear browser cache if needed
• Check workspace status (not suspended)
• Verify member account is active