Members & Teams

What it does

Invite and manage everyone in the workspace — teammates with full accounts, and guests scoped to a single list. Group people into Teams for one-shot @mentions and assignment, and set each member's manager so the Org Chart draws itself.

Who needs it

Any Owner or Admin bringing people into the workspace — new hires, contractors who only need one client's list, or a whole department that should be assignable as a unit.

Why use it

A role controls exactly how much workspace power someone has, and a Guest with list-scoped access sees only the one thing they were given — nothing else in the workspace. Teams and the Org Chart turn a flat member list into something that looks like your actual org.

How it works

Add a member from Admin > Members. The fastest path is Add — Google sign-in only: enter an email, an optional name, and a role, and that person is added with no password at all — they sign in with "Continue with Google" using that address. Two other paths sit under "Other ways to add a member": Create invite link emails a signup link (and shows it on screen too, as a manual-share backup, which becomes the only option if the address is on a non-routable system domain — no email goes out in that case), and Add with password creates the account immediately with a temporary password you set (minimum 8 characters).

Role controls what a member can do:

• Owner — full control, including creating or promoting other Owners.
• Admin — manages members, settings, and every admin page except granting Owner.
• Member — a normal collaborator, with access to whatever spaces, folders and lists they've been given.
• Guest — restricted to only the lists explicitly granted to them. A Guest can't open board items or Docs at all, in any list. List access is granted through the grant_guest_access API/MCP tool (this requires Allow guests to be switched on under Admin > Security first) — that's what "free guest, scoped to one list" means in practice: invite someone as a Guest, then grant the one list they need.

Only Owners can invite or promote another Owner; Admins can invite anyone else. Edit member updates a member's name and email, and can force-reset their password.

Each member also has a Manager, set from a dropdown on the Members table, which feeds the Org Chart (Teams > Org Chart). It renders the reporting structure two ways: Classic, an indented tree from the top down, and By levels, one column per management depth so a wide org doesn't need endless scrolling. A search box jumps straight to a name in either view.

Teams (Admin > Teams) group members for bulk @mentions and assignment — give a team a name, an optional @handle, and add members to it; it then shows up anywhere you can @mention or assign a person. Every member also automatically belongs to @all, the built-in team that always contains the whole workspace, so there's never a manually-maintained "everyone" group to keep in sync.