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Invite and manage participants

Manage workspace membership by inviting users, assigning roles, and controlling access to ensure effective team collaboration and data security.

Participant invitation​

Individual invitations​

Workspace administrators can invite participants and assign workspace admin roles:

  • Selective invitations - invite specific users based on project or team needs
  • Role assignment - designate workspace admin privileges during invitation
  • Permission control - set appropriate access levels for new participants

Mass invitations​

Streamline the invitation process for multiple workspaces:

  • Bulk operations - invite participants to multiple workspaces simultaneously
  • Efficiency - reduce administrative overhead for large-scale deployments
  • Consistency - ensure uniform access across related workspaces

Participant management​

Administrative actions​

In the workspace participants list, you can perform these management actions:

Workspace admin management​

  • Promote to admin - mark participants as workspace administrators
  • Remove admin role - revoke workspace admin privileges while maintaining participant access
  • Role transitions - adjust administrative responsibilities as team needs change

Access control​

  • Block participants - restrict access to workspace data and applications
  • Data preservation - maintain records and comments created by blocked users for historical integrity
  • Selective blocking - block users without removing them when they have created or edited content

Blocking considerations​

When blocking is appropriate​

  • Security concerns - address potential data breaches or unauthorized access
  • Policy violations - respond to workspace or organizational policy violations
  • Temporary restrictions - provide cooling-off periods for conflict resolution

Data integrity preservation​

  • Historical records - maintain complete audit trails and data history
  • Comment preservation - retain all user contributions for reference
  • Work continuity - ensure ongoing work is not disrupted by access changes

Best practices​

Invitation strategy​

  • Clear criteria - establish guidelines for who should be invited to the workspace
  • Role planning - plan administrative roles before making assignments
  • Documentation - maintain records of invitation decisions and role assignments

Access management​

  • Regular review - periodically assess participant access and roles
  • Gradual escalation - start with minimal permissions and increase as needed
  • Clear communication - inform participants about access changes and their implications

Security considerations​

  • Principle of least privilege - grant only necessary access to participants
  • Monitoring - track participant activity and access patterns
  • Incident response - have procedures for addressing security concerns

Effective participant management ensures your workspace has the right people with appropriate access levels to achieve your team's goals while maintaining security and data integrity.