Invite and Manage Members
Invite your team to a workspace by email. Each person gets a link, and once they accept they can open the workspace’s shared canvases.
Before you start
- You need to be the workspace’s owner or an admin. Members can see who is in the workspace, but can’t invite or change anyone.
- Invite the Google account each person signs in with. An invitation can only be accepted by the email address it was sent to.
The whole flow
Watch it once from the canvas library to a sent invitation, or click a step under the replay to jump to it.
4 stepsFrom the library to a sent invitation
Open Members
At the top of the canvas library, click Invite. Settings opens on the Members page of the workspace you’re in.
You can also get there from Settings (the gear at the bottom of the sidebar): choose Members in the list on the left, or Manage members on the General page.
Enter an email address
Click the Invite field and type the person’s email address. Invite one person at a time.
Choose Member or Admin
Open the role list next to the field and choose Member or Admin. New invitations start as Member.
| Role | What they can do |
|---|---|
| Member | Open the workspace’s shared canvases, and create canvases in the workspace |
| Admin | Everything a member can do, plus rename the workspace and invite, change and remove members |
See Roles and permissions for the full picture, including canvas roles.
Send the invitation
Click Invite, or press Enter. The invitation appears under Invitations and Gavana says Invitation sent to the address. It reads Sending while the email goes out, then Pending until the person accepts.
The person gets an email titled “You are invited to workspace on Gavana” with an Accept invitation button. The link works for 7 days. What they see next is in Accept an invitation.
More you can do
Resend or revoke an invitation
Each invitation under Invitations shows its status and role.
- Resend sends the email again. Use it when the status is Delivery failed or Expired, or when the person can’t find the email. You can’t send a second invitation to an address that already has one pending: resend that one instead.
- Revoke (the X) cancels an invitation that hasn’t been accepted yet. Its link stops working, and the status changes to Revoked.
InvitationsResend or revoke one that is still open
| Status | What it means |
|---|---|
| Sending | Gavana is sending the email |
| Pending | Sent, and waiting for the person to accept |
| Delivery failed | The email couldn’t be sent. Try Resend |
| Accepted | The person joined the workspace |
| Expired | Nobody accepted it within 7 days. Resend it to send it again |
| Revoked | Someone cancelled it |
Change a role or remove a member
Below the invitations is everyone in the workspace. The owner’s row says Owner, and your own row says You.
- To change someone’s role, open the list beside their name and choose Member or Admin. Gavana says Member role updated.
- To remove someone, click the bin beside their name. Gavana asks you to confirm, with the warning “They will immediately lose access to workspace canvases.” Click Remove, or Cancel to keep them.
MembersChange a role, or remove someone
A few changes aren’t possible:
- Nobody can change the owner’s role or remove the owner.
- Admins can’t change their own role or remove themselves.
Limits
A workspace can have up to 200 members, and up to 50 of them can be admins.
Related articles
- Accept an invitation
- Roles and permissions
- Share a canvas, to give one person access to one canvas without adding them to the workspace