Appearance
Members and roles
Members are the people in an organization. Each member has a role in the organization, and a role in each workspace they belong to. You manage members of the current organization under Account → Members. The account pages are inside the app today and will move to collapy.com later.
Roles
There are three roles. They're used at two levels:
- Organization role: what someone can do with the organization itself, such as renaming it or managing its members.
- Workspace role: what someone can do inside a specific workspace. A person can be an Editor in one workspace and an Owner in another.
| Role | In short |
|---|---|
| Owner | Full control, including deleting and managing members. |
| Admin | Can change settings and delete shared items, but can't delete the workspace or organization. |
| Editor | Can view and edit shared items, and create their own. |
Whoever creates an organization or a workspace becomes its Owner.
Invite someone to the organization
Only organization Owners can invite and manage members. Everyone else sees the member list, but not the actions for managing it.
- Open Account → Members and click Invite Member. You can also use Invite Member on Account → My Organization.
- Enter the Member Email.
- Choose a Role: Editor or Admin.
- Under Add to Workspaces, tick the workspaces the person should join. Select all ticks every workspace.
- Click Invite.
The person gets an invitation email and shows as Pending until they accept. Collapy adds them only to the workspaces you ticked, with the role you chose. The same role applies to the organization and to those workspaces. If you tick no workspaces, they join the organization without access to any workspace. You can change their workspace access later under Workspace access.
If adding them to some workspaces fails, Collapy still invites them and tells you how many workspaces failed. Add those from the member's page.
If the organization has already reached its plan's member limit, the invite fails with an error and the person isn't added. See Seat limit.
Accept an invitation
The invitee opens the link in the invitation email and follows the steps there to join. If they don't have a Collapy account yet, they create one with the invited email address. Once they've accepted, their status changes to Active.
Member status
The Status column in Account → Members shows one of:
| Status | Meaning |
|---|---|
| Pending | Invited, hasn't accepted yet. |
| Active | A member of the organization. |
| Disabled | Disabled by an Owner. The member has no access to the organization or its workspaces, but stays in the list. |
Manage a member
Click a member in Account → Members to open their details. The actions below are shown only to organization Owners.
- Organization Role: click Change, pick Owner, Admin or Editor, and click Apply.
- Disable: confirm with Disable. The member loses access to the organization and all of its workspaces until you enable them again. Collapy removes them from every workspace and remembers their organization role and workspace access. They stay in the list with the status Disabled.
- Enable: confirm with Enable. Collapy restores the member's previous organization role and workspace access. Workspaces that were deleted in the meantime are skipped.
- Remove from organization: in the ⋮ menu. Confirm with Remove. Collapy removes the member from the organization and from every one of its workspaces. You can also click Remove member next to someone in the member list.
You can't change, disable or remove yourself or an organization Owner.
While a member is disabled, you can't change their Organization Role or their workspace access. Enable them first.
Workspace access
The Workspace Access table on a member's page lists every workspace in the organization and the member's role there, or Not assigned. Organization Owners see these actions:
- Add: adds the member to a workspace. Pick a Workspace Role and click Apply.
- Change role (pencil icon): changes their role in that workspace.
- Remove from workspace: takes them out of that workspace.
You also need the Owner role in a workspace to change its members. You can also manage members from the workspace itself. See Workspaces.
What each role can do
Inside a workspace
Collections, requests and environments are shared by default. Turn on Private on one of them to limit who can see it.
| Action | Editor | Admin | Owner |
|---|---|---|---|
| View shared items | Yes | Yes | Yes |
| Edit shared items | Yes | Yes | Yes |
| Delete shared items | — | Yes | Yes |
| View, edit and delete their own private items | Yes | Yes | Yes |
| View, edit and delete other people's private items | — | Yes | Yes |
| Edit workspace settings (title, description, default auth) | — | Yes | Yes |
| Add, re-role or remove workspace members | — | — | Yes |
| Delete the workspace | — | — | Yes |
Private isn't hidden from Admins
A private item is visible to the person who created it and to the workspace's Admins and Owners. Use it to keep work-in-progress out of everyone else's way, not to hide it from workspace administrators.
In the organization
| Action | Editor | Admin | Owner |
|---|---|---|---|
| See the organization's workspaces and members | Yes | Yes | Yes |
| Create workspaces in the organization | Yes | Yes | Yes |
| Rename the organization | — | Yes | Yes |
| Invite, disable and remove members, change roles | — | — | Yes |
| Delete the organization | — | — | Yes |
Seat limit
Each plan limits how many members an organization can have. Everyone counts: you, active members, pending invitations and disabled members. See Plans and limits for each plan's limit.
If an organization already has more members than its plan allows, for example after a downgrade, nobody is removed. You just can't invite anyone new until you're under the limit. See Usage and quotas.
FAQ
Why can't I add someone to a workspace?
The Add Member dialog in a workspace only lists active members of the organization. Invite the person to the organization first, or enable them if they're disabled. When you invite them, you can add them to workspaces straight away with Add to Workspaces.
Can I invite someone straight in as Owner?
No. Invitations offer Editor or Admin. After the person joins, an Owner can change their Organization Role to Owner.
Are there teams or groups?
No. Access is managed per person, per workspace.