Members and invitations

Members (/app/settings/members) lists everyone in the workspace you have open. Under the title, "3 of 5 seats used" (for example) counts the members plus the pending invitations against your plan's limit (not shown on plans without a limit); with pending invitations it reads "4 of 5 seats used: 3 members and 1 pending invitation". Everyone in the workspace sees the same count, including roles that cannot see the invitations themselves. The Members per workspace meter on Settings and Plan & usage counts members only, and says so under it. Everyone can see the list; only an Owner or Admin sees the controls to invite, change and remove, with Invite someone at the top, above the list, and Pending invitations below it. Members are per workspace: the same person can have a different role in another workspace.

The list

Each row shows the member's name and email, their Role and their Access:

• Owners and admins show Full access.
• Other roles show chips per group (Inbox, Content, Insights) with the tasks they hold. A task added beyond the role is highlighted; a task taken away from the role is struck through.

Step by step: invite someone

1. In Invite someone, type the person's address in Email.
2. Choose a Role: Admin, Editor, Reviewer, Viewer or Agent (inbox only). The line under the box says what the role does. (Owner cannot be given by invitation.)
3. Optional, for Editor, Reviewer, Viewer and Agent: click Customise access (optional) (closed by default; while it stays closed the person gets exactly the role's tasks). It opens the list "Give this person access to…" with the role's tasks ticked; tick or untick tasks to adjust. Changing Role ticks the new role's tasks again. See Roles and permissions.
4. Click Invite.
5. The result shows first, in green: "We emailed the invitation. You can also share this link:" with the invitation link and a Copy link button (it reads Copied once copied). If the email could not be sent it says "We could not send the email, so share this link yourself:"; click Copy link and send the link yourself. If the invitation is refused (for example the person is already a member), the reason shows right under the Email and Role row.

What happens next

• The person opens the link and, on the Join ... page, either chooses a name and a password (new login, at least 10 characters) or, if they already have an OmniBrand login with that address, enters that login's password under Your OmniBrand password and clicks Accept invitation. See Invitation problems.
• An invitation is valid for 7 days. It is listed under Pending invitations (n) with its role and "expires ..." date (for example "expires Oct 27, 2026") until it is accepted. Once its 7 days are over, its row reads "(role) · expired on (date) · does not hold a seat", and while any are expired the card is titled Invitations (n pending, n expired), so the pending number matches the seat count under the page title.

Pending invitations

• Resend: issues a fresh link valid for 7 more days and emails it again; the old link stops working. Use it for an expired invitation (its row says "expired on ..."). An expired invitation holds no seat, so resending it needs a free one: while every seat is taken, Resend is greyed out on expired rows and the row says "No free seat to resend this expired invitation into. Remove a member or revoke a pending invitation, or choose a bigger plan." with a See plans link (the same sentence appears in red if the seats filled up after the page loaded). Expired invitations are cleared away once a day, so if it is no longer listed, invite the person again. The invitation's own row then says "A new invitation was sent to (address). The link below is the new one; the old link no longer works." with the new link and a Copy link button under it (or, if the email could not be sent, "A new invitation link was made for (address), but the email could not be sent. Share this link yourself; the old link no longer works."). A pending invitation's row has no Copy link: OmniBrand keeps only a fingerprint of the link it sent, so only the fresh link from Resend can be copied. To protect the people you invite from floods of email, one invitation can be sent again once every 10 minutes and at most 5 times an hour, and an account sends at most 100 invitation emails a day.
• Revoke: asks "Revoke the invitation for (address)? The link already sent stops working at once. To invite them again, send a new invitation." The window is titled Revoke invitation?; click Revoke to cancel the invitation; the link stops working and a message at the bottom of the screen says "Invitation for (address) revoked". Cancel keeps it. If Resend or Revoke fails, the reason appears in red on that invitation's row. "Cannot be accepted yet: the members already fill every seat on your plan. Remove a member, or choose a bigger plan." under a pending invitation means accepting needs a free seat and the members alone use them all (for example after a move to a smaller plan): the invitee would be turned away until a member is removed or the plan grows; See plans opens the plans.

Change a role or access

1. Pick a new role in the member's Role box. Nothing is saved yet: the Access for ... window opens with the new role and its own tasks ticked, and says "Changing (old role) to (new role) resets the tasks to what (new role) includes. Tick any extra tasks, then press Save access - nothing changes until you do." Admin and Owner have no tasks to tick: picking Admin says instead "Changing (old role) to Admin gives (name) full access to every area of this workspace: members and roles, connected accounts, billing and settings. There are no tasks to tick. Nothing changes until you press Save access." Picking Owner says, on a red background, that the person becomes an owner who can also archive or delete workspaces and make or remove other owners and, as an owner of the account's first workspace, request deletion of the whole account (an owner of any other workspace cannot); the window’s button then reads Make owner (in red) instead of Save access.
2. Tick any extra tasks the person should keep, or untick defaults you want to withhold.
3. Click Save access. A green notice "Access updated for ..." confirms it at the bottom of the screen, wherever the page is scrolled to. Cancel leaves the member as they were. If saving fails, the reason appears in red inside the window, above its buttons, and the window stays open so you can try again.

• Edit access (shown for every member except owners and admins) opens the same window without changing the role. It is not shown on your own row. Changing the role inside it also resets the ticks to the new role's tasks.
• A role change always starts from the new role's tasks: an Admin moved to Editor keeps no admin task, and a Viewer moved to Editor gets all of the Editor's tasks.

Remove a member

1. Click Remove on their row. A window Remove (name)? asks "Remove ... from this workspace? Anything assigned to them is handed back to the team."; click Remove to confirm.
2. Their open conversations and any mailbox that was theirs go back to the team, their leads return to the pool, and their address is taken off scheduled reports. A message at the bottom of the screen says "(name) removed" and how many conversations were handed back. If removing fails, the reason appears there in red instead.
3. Removing someone from one workspace does not remove them from others.

Seats

Each plan allows a number of members per workspace; the count is shown under the page title as "3 of 5 seats used" (for example). Pending invitations count as seats until they are accepted, revoked or expire. When the workspace is full, inviting (or accepting) is refused with "Your plan's limit for this is used up." (the limit is a standing number of seats, not a monthly allowance, so waiting does not free one); remove a member, revoke unused invitations or see the pricing page. An invitee who is refused when accepting needs a free member seat: pending invitations do not hold it, so only removing a member or upgrading lets them in. While every seat is taken, Invite someone shows "All [limit] seats are in use" with the members and pending invitations that hold them and a See plans link, instead of the form. If more seats are in use than the plan includes (for example after a move to a smaller plan), it says so with the real count instead, for example "7 of 5 seats are in use", "Your plan includes 5 seats and you have 6 members and 1 pending invitation: 2 more. Nothing is removed." and how many seats to free before an invitation can go out: "To invite someone, free 3 seats: remove members or revoke pending invitations, or choose a bigger plan."

If something goes wrong

• "An invitation to this address is already pending. Use Resend or Revoke on it under Pending invitations." (in red under the invite form): use Resend or Revoke on the pending one.
• "That person is already a member of this workspace. Change their role in the members list instead." (in red under the invite form): change their role in the list instead.
• Your own row: its Role box and Remove are greyed out with "This is you. Your own role and membership are changed by another owner or admin." Another owner or admin must do it.
• Admins cannot change owners: an admin is not offered the Owner role, and an owner's row is greyed out with "Only an owner can change or remove an owner."
• "A workspace needs at least one owner. Make another member an owner first." (when you change the role of the last owner, or remove them): give another member the Owner role first. The last owner's role box and Remove button are greyed out.

Related

• Roles and permissions
• Invitation problems
• Inviting your team