Team and roles

Where to look

Under Account: Team lists everyone in the workspace, and Roles & Permissions is where you decide what a role is allowed to do. Team answers who, Roles answers what.

Inviting someone

Invite by email address and pick their role at the same time. What happens next, from their side:

1. They get an email with a link.
2. The link asks for a code sent to that same address, which proves the mailbox is theirs before an account exists.
3. They set their own password and land in your workspace.

You never set a password for someone else. An invite link is good for seven days; after that it stops working and you send a new one. While it is still pending you can Resend the email or Revoke it.

There is also Add member for adding someone directly, without the invite email. Use it when you are setting up an account on a colleague's behalf.

When an invite is refused

Four reasons, and the message names which one:

• Already on your team. They are an active or invited member already. Check the Invited filter before assuming the first invite never sent.
• An invite is already pending. Resend it rather than creating a second one.
• That email already has a SenderSignal account. An address belongs to one account across the whole platform, so an address already signed up elsewhere cannot be invited into your workspace. Invite a different address.
• You are at your plan's member limit. See plan and billing.

The states a member can be in

The filter above the list narrows to one state, which is the quickest way to see who has not accepted yet.

Roles and what they control

A role is a named set of permissions, and you can create as many roles as you need. Each member holds one role, so assigning a new one replaces the old one rather than adding to it.

Permissions are grouped by the part of the product they cover, so you grant access to an area rather than to individual buttons. The areas follow the sidebar: monitoring, alerts, reports, the status page, inbox tests, Inbox Boost, team, billing, audit log, settings and support.

Within an area, being able to view it is separate from being able to change it. That is the distinction that earns its keep: it lets you give someone the whole picture without letting them start tests that spend credits or edit your DNS settings.

Editing a role changes it for everyone assigned to it, and takes effect straight away. Nobody needs to sign out and back in.

The workspace owner

One member is the owner, normally whoever created the workspace. The owner is protected: their role cannot be changed and they cannot be removed, which is what stops a workspace locking everybody out of its own billing and settings.

The owner role is also not something you can hand out. It is not offered when inviting or when changing a role, so there is exactly one owner. If ownership genuinely needs to move, ask us through support.

Removing someone

Removing a member takes their access away and frees their place on your plan. Their past actions stay in the audit log, because a record you could edit by deleting a user would not be a record.

You cannot remove yourself, and you cannot remove the owner. Everything else a removed person set up, such as alert channels and scheduled reports, keeps running. Removing the person does not remove their work, which is usually what you want and occasionally a surprise.

Common questions

Can two people share a login? They can, and it is a bad idea. The audit log attributes actions to an account, so a shared login tells you an action happened but not who took it.

Can I change someone's role without telling them? Yes, and it applies at once. Worth saying out loud, because from their side screens simply disappear from the sidebar with no explanation.

What happens to alerts addressed to someone I removed? Alert channels are separate from members, so a channel pointing at their address keeps sending to a mailbox nobody reads. Worth a look at alert channels whenever somebody leaves.