Invite your colleagues to Worksuite so approvals, invoices and onboarding don't wait on one person. This article covers inviting team members, fixing invitations that don't arrive, reviewing who has access, and removing someone who leaves without losing their work or their emails.

Who can do this: Admins on your account. Team members who aren't admins don't see the Teammates page. If that's you, ask one of your admins. If you don't know who your admins are, contact Worksuite Support and we'll tell you.

Availability: Available in every account.

TABLE OF CONTENTS

Before you start

  • Decide which role and Team the new person needs. The role sets what they can do. The Team can limit which records they see. See Roles and Permissions for Team Members and Teams & Dashboards.
  • To give someone the same access as a colleague, use the same role and Team as that colleague.
  • Use the email address the person will sign in with, usually their work email.

Invite a team member

  1. Go to Settings → Team → Teammates.
  2. Click Invite team member. The Add teammate window opens.
  3. Under Teammate, enter their email address.
  4. Choose their Team and Role.
  5. Leave Send email invitations ticked.
  6. Click Invite.

Worksuite emails them an invitation. Until they accept it, they show in the message about members who haven't activated their accounts. Their role applies once they accept and sign in.

If the invitation doesn't arrive

Ask the invitee to:

  • Check their spam, junk and quarantine folders.
  • Ask their IT team to allow email from Worksuite if messages are being blocked.

Then, as the admin:

  1. Go to Settings → Team → Teammates and check the email address for typos.
  2. Click manage invites in the message about members who haven't activated their accounts. The Pending invitations window opens.
  3. Select the invitation and click Resend.

If the address is wrong, select the invitation and click Revoke, then invite the correct address.

The invitee can also go to your Worksuite login page and click Reset password to set a password with the invited address. If your login page shows Email me a secure login, they can use that instead. See Reset Login / Password.

Accepting the invitation

  • The invitee must accept the invitation before their role applies.
  • If they already use Worksuite for another company, or as a freelancer, they should log out first or open the invitation in a private or different browser window.
  • After an admin changes someone's role or Team, the change shows once they refresh the page or log in again.

Team member and talent accounts are separate

A team member account and a talent account are two different users, even when they belong to the same person.

  • A talent account can't do team member tasks, such as adding talent or approving invoices. It isn't converted into a team member account.
  • Staff who need team member access need a team member invitation from an admin.
  • Removing someone's team member account doesn't affect their talent account.

Review who has access

The Teammates page lists every team member with their Team, role and last login. To find accounts nobody uses, sort the list by Last login.

There's no export button on this page. If you need the list as a file, for example for an access review, contact Worksuite Support. We can send the name, email, role, Team and last login of each team member.

Worksuite doesn't deactivate team members who stop logging in. Only admins remove team members. If notification emails to a team member bounce, the bounce comes from that person's mail server, so check with their IT team.

Remove a team member who leaves

Important: Removing a team member hands their requests, Tasks, projects and Contracts to the person you choose. It doesn't hand over everything. Work through the checklist below first.

Before you remove the team member:

  • Workflow stages: Replace them as stage manager in each workflow they manage. Removing someone doesn't pass their stage manager role to anyone, and an internal stage with no stage manager stalls. See How to Manage Workflows: Stages, Stage Managers and Moving Talent.
  • Relationship managers: Assign a new relationship manager to their talent first. Their assignments are deleted when you remove them, not passed on, so talent updates such as expired document emails could stop reaching anyone. Use Set relationship managers on the talent list to change many profiles at once. See Relationship Managers.
  • Invoice forwarding: Their email address is deleted from the invoice forwarding list when you remove them. If invoices should keep going to a shared mailbox, add that address first. See How to Set Up Invoice Forwarding.
  • Insights and integrations: If they had Insights access or own an API integration, contact Worksuite Support so it can be moved to someone else.
  • Single sign-on: If your team signs in with SSO, also remove the person from the Worksuite app in your identity provider. Removing them in Worksuite alone doesn't stop an SSO sign-in, which can create a new teammate account.

To remove the team member:

  1. Go to Settings → Team → Teammates.
  2. Click the team member.
  3. Click the three dots at the top right of the page and select Remove member.
  4. In the Remove the team member window, choose who takes over their work under Reassign to.
  5. Click OK.

You'll see "Team member [name] has been removed". The person you chose is now on their Tasks, projects and Contracts. From then on, the removed person can't sign in with their old team member account. If you use SSO, make sure they're removed from your identity provider too.

If you need to reassign stage managers or relationship managers across many workflows or profiles, contact Worksuite Support.

Support/Resources

Still have questions about team members? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.