Give each colleague the smallest role that lets them do their job. Nothing is granted until they accept your invitation, and every membership records where its access comes from and what ends it.
Who can do this
Only an owner of the workspace can invite colleagues, withdraw invitations, end memberships and transfer ownership. Everyone in the workspace can see who has access.
The roles
- Owner: holds everything, including team access, hiring and ending engagements. Ownership cannot be given out in an invitation. It is transferred.
- Editor: manages operations, except team access. An editor can change settings, register with the Commission and notify a breach, but cannot invite people, hire a practice, end access or transfer ownership.
- Contributor: reads, edits records and answers evidence requests and findings.
- Viewer: reads and exports records.
People can also reach your workspace through an engagement, for example a DPO or an audit firm you hired. Their access comes from that engagement, covers only what it named, and ends when the engagement does.
Find the page
Open Settings, then Who has access.
Invite a colleague
Under Invite a colleague:
- Enter Their work email.
- Choose the role: viewer, contributor or editor.
- Under What to tell them, say why you are asking them, in your own words. It is quoted in the email and attributed to you.
- Press Send the invitation.
Members and open invitations both take a seat. The page shows how many are in use under Seats for colleagues.
Follow your invitations
Under Invitations, each one shows whether it is Open, Accepted or Closed, and when it expires. Press Send again to resend one, or Withdraw to cancel it before it is accepted. If one has expired, send a fresh one.
The member directory
The Member directory lists everyone with access and what their access rests on: added by someone here, through their firm, or through an engagement. It says what ends each one.
End a membership
Under End a membership, choose whose access ends, give a Reason, and press End membership. The access ends, and its history stays on the record.
Access that comes from an engagement ends when the engagement ends. Use End the engagement beside the person instead.
Transfer ownership
Under Transfer workspace ownership, choose who takes it, give a Reason, and press Transfer ownership. You are asked to confirm it is you. An owner cannot simply leave. A workspace always keeps an owner, so ownership ends only by transferring it.
Common questions
"Can an editor invite people?" No. Only an owner can.
"Does an invitation give access straight away?" No. Nothing is granted until they accept.