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Team members is the roster of everyone with access to your workspace, plus everyone waiting on an invitation. It is where you add people, change what they are, and take them out again. Open it at Settings → Team Members, or go to /{workspaceSlug}/settings/team-members.

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Who can open this screen

Everyone. The roster is not hidden from anybody in the workspace. What you can do on it is a different question. Each action carries its own capability, and controls you cannot use are not shown.

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The page header

Above the roster sit the seat count and the two ways to add a person.

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The seat count

When your plan has a seat limit, the header shows where you stand, itemised. For example: 3 of 3 seats – 2 members, 1 pending invite. The breakdown separates staff, client-portal contacts and pending invitations, because all three take a seat.
An open invitation is access. An invite you have sent but nobody has accepted still counts toward your seat limit, exactly like an active person. The Free plan allows 3.
If you are at the limit, clicking Invite teammate or Add member opens the upgrade dialog instead of the form. The block is stated before you fill anything in, not after. Being over the cap is never punished. A 5-person workspace that drops to Free keeps all 5 people working. The limit only bounds the next person you add.

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The two buttons

There are two doors onto the roster, and they are genuinely different acts. A Project Manager sees only Invite teammate, because that is the only one they may use.

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The roster table

One table holds active members and standalone invitations together. The Status column tells them apart. Use the Search members… box to filter. It matches both names and email addresses. Click a column header to sort by it. The list pages when it gets long. An empty roster tells you to use Invite teammate to add someone.

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What the statuses mean

The Status column is about access, not about being on the roster.
A person you added without an email folds their invitation into their own row once you give them one. They are one person, listed once – never a member row and an invite row for the same human.

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Invite a teammate

1

Click Invite teammate

The Invite a teammate dialog opens.
2

Enter their email

An address that is not valid is refused with “Enter a valid email address.”
3

Pick a role

The picker offers every role in your workspace except Owner and Client. It opens on Member.
4

Click Send invite

The invite goes out by email and a confirmation message names the address.
5

Share the link if you prefer

Copy invite link copies the same secure link the email carries. The panel below the buttons shows it as Latest invite link.
The person lands straight in this workspace when they accept. An invite lasts 7 days. Owner is never invitable. Ownership is only ever handed over by an existing owner, on a person’s record. Client contacts are invited elsewhere. A portal contact has to be tied to a client company, so they are invited from that client’s own page, never from here.

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Add a member directly

Use this when you already know everything about the person, or when they do not need to sign in at all.
1

Click Add member

The Add a team member dialog opens.
2

Fill in who they are

A picture is optional. First name is required. Last name is optional.
3

Decide about email

Email (optional) is exactly that. Fill it in and they get an invite. Leave it blank and they become a real member who cannot sign in.
4

Pick a role and groups

Role offers every role except Owner and Client, and opens on Member. Groups is a multi-select – the first group you pick is their primary one.
5

Set their rates

Billing rate / hour and Cost rate / hour are in your workspace’s base currency. Enter an amount like 120 or 120.50.
6

Open More details if you need it

Job title, employment type, employee ID, joining date and termination date.
7

Click Add member

The confirmation says whether an invite went out, or that they cannot sign in until you add an email.

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The fields

The form only shows you what you may actually set. Someone without rate permissions never sees the rate fields, rather than seeing fields that would be refused when they save.
A person with no email is a real member. They appear in reports, they can have time logged for them, they can carry rates and a schedule. The one thing they cannot do is sign in. This is how you put offline staff and freelancers on the books.

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Row actions

Each row has a three-dot menu at the end. What is in it depends on the row.

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On a member

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On a pending invitation

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The dialogs

Headed Invite with the person’s name. One Email field, then Send invite. Their tracked time, rates and groups stay exactly as they are – only an address is added. This fills a blank, it never changes an existing address.
Headed Change role for the address. One Role picker, then Save. They get the new role when they accept, and their existing invite link keeps working. Owner and Client are not offered. A client contact’s role belongs to the client page it came from, so the item is disabled for them.
A confirmation that names the address and explains that anyone already on the roster stays on it. They only lose the ability to claim a login until you invite them again. This cannot be undone.
A confirmation headed Remove with the person’s name. It states they lose access to the workspace immediately and that it cannot be undone.

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The member record

Clicking a person’s name opens their record at /{workspaceSlug}/settings/team-members/<id>. The page header shows their picture, name, role badge, email and – when something is outstanding – their access status. Sections run across the top. A section only appears if you can actually read it, so you never land on a tab that dead-ends. Your own record is always yours. Reading someone else’s needs member.changeRole, otherwise the page says you do not have permission.
Two of these sections need capability and scope. Holding leave.viewOthers does not mean this particular person is inside your supervision scope. Both have to pass, which is why the tab can be missing even when you hold the permission.

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On the Profile section

  • Display name – how they appear in this workspace. Leave it blank to use their account name.
  • Role – change what they are. Disabled unless you hold member.changeRole, with a line explaining why.
  • Access – a Can open this workspace switch. Turning it off stops them signing in without removing them or anything they have logged. The confirmation offers an undo.
  • Transfer ownership – only shown to an Owner. Hands the workspace to this person and drops you to Admin. You cannot undo it yourself.
  • Remove from workspace – a destructive button that opens a confirmation. Not shown on your own record.

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Remove a member

1

Open the three-dot menu, or their record

Choose Remove from workspace, or use the red button on their Profile section.
2

Read the confirmation

It names the workspace and states that their logged time, rates and history are kept, and that the removal cannot be undone.
3

Click Remove member

A “Member removed.” message confirms it.

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What happens to their work

Removal is not reversible. To bring them back you invite them again, which starts a new membership.

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Owners have to hand over first

The last Owner can never be removed, and only an existing Owner may remove an account that holds the Owner role. If Maya Ellis is leaving Northwind Studio, she uses Transfer ownership on Tom Whitfield’s record first. Once Tom is the Owner, Maya can be removed. You also cannot remove yourself from this screen. Remove from workspace is greyed out on your own row.

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Example

Northwind Studio is on Free, with 3 seats.
1

Maya invites Sarah

Maya (Owner) clicks Invite teammate, enters Sarah Lin’s address, leaves the role on Member, and sends it. The header now reads 2 of 3 seats, counting Maya and Sarah’s open invite.
2

Maya adds Ana directly

Ana Ferreira is a freelance copywriter who does not want a login. Maya clicks Add member, enters her name, leaves the email blank, picks Contractor, and sets a billing rate of 80 and a cost rate of 55.
3

Ana appears as No login

Ana is on the roster with the No login status. Sarah can log time against Ana’s copywriting tasks, and Ana’s hours show in reports at $80 an hour.
4

The workspace hits the cap

The header reads 3 of 3 seats. Clicking Invite teammate now opens the upgrade dialog rather than the invite form.
5

Ana later needs a login

Maya opens Ana’s three-dot menu, picks Add email & invite, and enters her address. Ana’s rates, groups and logged time all stay exactly as they were.

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Common questions

They should not be. A person added directly who is then invited keeps one row, with their invitation managed from their own three-dot menu. A separate Pending row means nobody is on the roster for that address yet.
Ownership is never handed out at invite time. Only an existing Owner can grant it, through Transfer ownership on a person’s record.
From that client company’s own page, not from here. A portal contact has to be tied to a client, and an invite with no company is refused.
Yes. A portal contact is a login like any other. The seat label lists them separately so the number is never a surprise on your invoice.
Deactivating switches their access off but leaves them on the roster, and it can be switched back on. Removing takes them off the roster and cannot be undone.
No. It is a record for your own HR purposes. Access ends only when you switch it off or remove them, so you can enter a leaving date in advance without locking anybody out.
Not from this screen. Remove from workspace is disabled on your own row. Leave the workspace from your own account instead.

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Troubleshooting

Invite a member

The invite flow end to end, and what the person sees.

Add a member directly

Putting offline staff and freelancers on the roster.

The member record

Every section on one person’s page.

Remove a member

What survives a removal, and how to hand over ownership.

Seats and billing

What counts as a seat and when the next person is blocked.

Roles

Build the roles you assign on this screen.