Participants

Read Access and permissions for the complete workspace and collection permission matrix.

Participant roles explained

Participant roles control access per collection.

Roles

  • Owner: full access, workspace management, billing, and ownership transfer.
  • Workspace Admin: manage workspace operations, integrations, and ordinary members. Cannot manage billing, ownership, or other Workspace Admins.
  • Collection Admin: manage members within assigned administrator collections.
  • Editor: create and edit links and content.
  • Viewer: read-only access.
  • No access: hidden from the member.

Scope

Roles are assigned per collection and can differ across collections.

For Collection Admins, Participants access is available when they are a Collection Admin in any collection. Their assignment controls apply only to collections where they are an administrator and do not depend on the currently selected collection. Workspace-wide participant removal remains unavailable.

Invite a participant

Invite a participant and choose their collection roles.

Where to find it

  • Dashboard → Settings → Participants

Steps

  1. Open Participants settings.
  2. Enter the member email.
  3. Assign roles for collections.
  4. Send the invite.

Notes

  • Invites are scoped to collections.
  • Members only see collections they are assigned to.

Assign collection roles

Assign different roles per collection for the same member.

Where to find it

  • Dashboard → Settings → Participants

Steps

  1. Open Participants settings.
  2. Select a member or invite form.
  3. Choose a role for each collection.
  4. Save the changes.

Notes

  • Setting a role to none hides the collection for that member.

Resend an invite

Resend an invite if the email was missed.

Where to find it

  • Dashboard → Settings → Participants

Steps

  1. Open Participants settings.
  2. Find the pending invite.
  3. Select Resend invite.

Notes

  • Only pending invites can be resent.

Revoke an invite

Revoke an invite to stop it from being accepted.

Where to find it

  • Dashboard → Settings → Participants

Steps

  1. Open Participants settings.
  2. Find the pending invite.
  3. Select Revoke invite.

Notes

  • Revoked invites cannot be accepted.

Update member roles

Change a member role for one or more collections.

Where to find it

  • Dashboard → Settings → Participants

Steps

  1. Open Participants settings.
  2. Select the member.
  3. Adjust roles per collection.
  4. Save the changes.

Notes

  • Keep at least one owner in the workspace.

Remove a participant

Remove a participant from the workspace.

Where to find it

  • Dashboard → Settings → Participants

Steps

  1. Open Participants settings.
  2. Select the member.
  3. Choose Remove participant.
  4. Confirm removal.

You cannot remove the last remaining owner.

Only the Owner and Workspace Admin can use this workspace-wide action. A Collection Admin must set the member's role to None for the assigned collection instead; Collection Admin cannot remove a person from the workspace.

Transfer ownership

Transfer ownership with the dedicated ownership transfer action.

Where to find it

  • Dashboard → Settings → Participants

Steps

  1. Open Participants settings.
  2. Select the member.
  3. Choose Transfer ownership.
  4. Select the target member.
  5. Confirm the change.

Notes

  • Keep at least one owner at all times.

Troubleshooting

Use these fixes when participant actions fail.

Invite not delivered

  • Check the email address.
  • Ask the invitee to check spam.
  • Resend the invite.

Invite already exists

  • Check pending invites.
  • Revoke and resend if needed.

Role assignment failed

  • Ensure you are the Owner, Workspace Admin, or Collection Admin for the collection you are managing.
  • Retry after refreshing.

Ownership transfer blocked

  • Use the dedicated ownership transfer action.
  • Confirm the target member has workspace membership.

Failed to remove participant

  • Ensure you are not removing the last owner.
  • Retry after refreshing.