Spaces

Manage Space members and permissions

Space members are the people who can access work inside a Space. Roles and permissions control what each person can view, create, update, delete, or configure.

Terms you may see:

Owner controls the Space and protected owner-level settings.
Admin manages broad Space operations when permissions allow it.
Member contributes to day-to-day work.
Guest has limited collaboration access when guest access is enabled.
Custom role uses a role configured in User Roles settings.
Manage Users access is required to invite people or manage member access.
Private items can restrict access further inside a Space.

Before you start

Viewing Members requires permission to view member settings.
Inviting, removing, restoring, or changing roles requires edit access for member management.
Some role and permission options depend on Space settings and plan availability.

How Space access works

A user is invited to a Space by email, invite link, or invite code.
The user receives a role such as Admin, Member, Guest, or a custom role.
The member row shows the user’s status.
The role controls broad access across the Space.
Item-level privacy can further restrict individual lists, docs, tasks, dashboards, goals, CRM records, or other items.

Expected outcome: Each user can access the work they need without exposing unrelated or restricted work.

Choose a role

Use the least-powerful role that still lets the person do their work.

Role	Use when
Owner	The person must control the Space and protected owner-level settings.
Admin	The person manages broad Space operations and member access.
Member	The person contributes to normal work without managing the Space.
Guest	The person needs limited collaboration access.
Custom role	The Space needs a tailored permission set configured in User Roles settings.

Invite a member

Open Settings.
Open Manage Users.
Choose Invite.
Enter one or more email addresses or create an invite code/link.
Select the intended role.
Send the invite or copy the generated invite link/code.
Confirm the member or invite appears in the member list.

Expected outcome: The invited user can join the Space and receives access according to the selected role.

Review member access

Open Manage Users.
Search by name or email.
Check Role and Status.
Open the role selector if a role change is needed and you have edit access.
Ask the user to refresh after role changes if their access does not update immediately.

Expected outcome: Membership stays aligned with the team, client, or project context.

Understand member status

Status	Meaning	Typical action
Active	The user has accepted and can access the Space according to their role.	Review role and item access if they cannot open something.
Pending	The invite has been sent but not accepted.	Ask the user to check the invite or send a new one if needed.
Declined	The invite was rejected.	Use Invite Again if the user should still join.
Deleted	The member was removed.	Use Restore if access should be reinstated.

Remove or restore access

Open Manage Users.
Find the member row.
Use Delete when the user should no longer access the Space.
Use Restore when a deleted member should regain access.
Confirm the status after the action completes.

Expected outcome: Access is removed or restored without changing unrelated members.

Decide when to use a separate Space

Use a separate Space when:

Different clients or departments must not see each other’s work.
Reporting should stay separate.
Different member groups need different settings or access boundaries.
processes, CRM records, and conversations should stay isolated.

Column or action	What it shows or does
Name	Member’s profile name when available.
Email	Member’s account email.
Role	Owner, Admin, Member, Guest, or a custom role.
Status	Deleted, Pending, Active, or Declined.
Action	Available actions such as Invite Again, Delete, or Restore.
Search	Filters the member list by visible member data.
Invite	Opens the invite dialog when you have edit access.

Role selector

State	What it means
Role chip is clickable	You can change the member role.
Role chip is disabled	You do not have access to change that role or the member is protected.
Owner role is disabled	Owner-level access is protected and cannot be changed like a normal member role.
Crown icon on a role option	That option is restricted by access or plan availability.

Troubleshooting

A member cannot see expected work

Symptom: The user can open the Space but cannot see a list, doc, dashboard, CRM record, task, or goal.
Cause: The item may be private, the user may not have the required role, or the user may be in the wrong Space.
Resolution:
1. Confirm the user is in the correct Space.
2. Check whether the item is private or shared with specific users.
3. Update the user’s role or item sharing if appropriate.

An invite does not work

Symptom: The invited user cannot join the Space.
Cause: The invite may be expired, deleted, already used in a way that blocks reuse, or tied to a different email/account.
Resolution:
1. Confirm the invited email or account.
2. Check whether the invite is Pending, Declined, or Deleted.
3. Use Invite Again, Restore, or send a new invite if needed.

You cannot invite, delete, restore, or change roles

Symptom: Actions are hidden, disabled, or show no access.
Cause: Your role does not include member-management edit access, or the target member is protected.
Resolution:
1. Ask a Space owner/admin to make the change.
2. Ask whether your role should include Manage Users access.
3. Do not try to bypass protected owner-level controls.

FAQ

Should every teammate be an admin?

No. Use the least-powerful role that still lets the person do their work.

Do Space permissions override private item access?

No. Private item settings can restrict access even when a user is a Space member. Confirm both the Space role and the item sharing settings.

Can I document an exact permission matrix from this page?

Use User Roles settings for exact role permissions. This page explains member lifecycle and Space access boundaries.