Workspace Members

Introduction

Workspace members are users who have been granted access to your workspace in the application. Proper member management is essential for maintaining security, streamlining collaboration, and ensuring team members have appropriate access to your research data.

At the workspace level, there are two distinct user roles:

• Workspace Owner: The creator of the workspace who has full administrative control, including the ability to create projects, invite members, and manage all workspace settings.
• Workspace Guest: Users who have been invited to the workspace and can be added to specific projects, but cannot modify workspace settings or create new projects.

This two-tier approach simplifies permissions at the workspace level, while allowing for more granular control at the project level through project-specific roles.

Member Roles

The application offers two distinct roles for workspace members, each with different permission levels:

Inviting New Members

You can invite new users to your workspace through the invitation system:

Sending Invitations

1. Navigate to your workspace settings
2. Click on the "Invitations" tab
3. Click the "Invite" button
4. Enter the email address of the person you want to invite
5. Optionally, select specific projects to add them to
6. Click "Send Invitation"

Invitation Acceptance Process

After sending an invitation:

1. The invitee receives an email with an invitation link
2. If they already have an account, they can accept immediately
3. If they're new to the platform, they'll need to create an account first
4. Once accepted, they'll be added as a Workspace Guest
5. Invitations expire if not accepted within the specified timeframe

Managing Members

As the Workspace Owner, you are responsible for managing workspace access:

Adding Workspace Members

1. Navigate to your workspace settings
2. Click on the "Team" tab
3. Click the "Add Users" button
4. Select users from your other workspaces to add to this workspace
5. Click "Add Selected Users"

Workspace Member Access to Projects

Different workspace roles have different default access to projects:

• Workspace Owner: Automatically has access to all projects
• Workspace Guest: Must be explicitly added to individual projects to access them

Removing Members

When a team member leaves your organization or no longer needs access to your workspace:

Removing a Workspace Member

1. Navigate to your workspace settings
2. Click on the "Members" tab
3. Find the member you want to remove
4. Click the "..." menu button next to their name
5. Select "Remove from Workspace"
6. Confirm your action in the dialog that appears

Effects of Removal

When a member is removed from a workspace:

• They immediately lose access to the workspace and all its projects
• Their contributions remain in the workspace (records, models, etc.)
• Any pending invitations they may have sent become invalid
• The user will receive an email notification about their removal

Best Practices

Follow these recommendations for effective workspace member management:

• Implement the principle of least privilege: Give members only the access level they need for their role.
• Regularly audit workspace membership: Periodically review your member list and remove users who no longer need access.
• Have multiple administrators: Ensure at least two people have Admin or Owner rights to prevent access issues.
• Use workspace guests for external collaborators: This provides better security by limiting access to only what's necessary.
• Communicate role changes: Always inform team members before changing their access levels.
• Document your access structure: Maintain documentation about who has what level of access and why.