Team
Invite people to work on your publication, choose what each of them can do, and remove access when they no longer need it.
What the Team page is
Your team is everyone who can sign in and work on this publication with you. You find it under Settings, Team. Only the owner and admins can open it.
The list shows each person's Name, Access Level, User Role, Status and Joined Date. Use the search box to find someone by name, and turn on Hide Invites to show only people who have answered their invitation.
Inviting someone
- Click Invite New User.
- Enter their email address.
- Choose an Access Level and a role (see below).
- Click Invite Member.
The person needs an Inkwave account first. If there is no account for that email, the invite is refused with "No Inkwave account found for this email. Ask them to sign up first, then invite them." You can't invite yourself, the owner, or someone who is already on the team.
They get an email with a link to accept or decline. The link in the email expires after 1 hour. If it runs out, they can still answer: when they sign in, the invitation waits for them under Invitations in the publication switcher. You can also send a fresh one (see below).
When someone accepts, everyone on the team gets a "Team member joined" notification in the bell.
Access levels and roles
There are two access levels.
Publication gives access to the whole publication, with one of these roles:
| Role | What they can do |
|---|---|
| Admin | Everything, including billing, team, settings, webhooks and connected assistants. |
| Member | Write, edit and publish posts, and manage content tags and guest authors. |
| Contributor | Write drafts and edit or delete their own posts. They can't send a post: someone with publishing access has to. |
Newsletter gives access to selected posts only, with nothing else in the publication. Pick a post and a role for each one, and use Add another newsletter for more:
| Role | What it means |
|---|---|
| Author | Works on the post and is named on it as an author. |
| Contributor | Same access as an author, but isn't named on the post. |
In the team list, people with Newsletter access show the posts they can reach. The User Role column shows "Newsletter access".
There is only one owner, and the owner's row can't be edited or removed.
Changing someone's access
Open the menu at the end of their row and choose Edit. You can change their access level and role, but not their email address. Click Update Member. Changes take effect immediately, and if they had a post open, they are taken out of it so the new access applies.
Pending invitations
An invitation that hasn't been answered shows the status invited. From the row's menu you can:
- Resend invite: emails a new link, valid for another hour. This also works for someone who rejected an earlier invitation.
- Copy invite link: copies the same link the email carries, to send another way. It also expires after 1 hour.
- Remove: withdraws the invitation.
Removing someone
Choose Remove from their row's menu and confirm. They lose access to the publication straight away. This can't be undone: to bring them back, invite them again.
You can't remove yourself or the owner from this page.
Team seats
Your plan may limit how many team seats you have. Everyone on the list counts as a seat, including the owner and people who haven't answered yet. People who rejected their invitation don't count.
When there is a limit, the page shows how many seats are used under Invite New User, for example "2 of 3 seats". When they are all taken, the button is switched off and the page says "Your plan's team seats are all in use or invited." Remove a member or a pending invitation, or upgrade under Settings, Billing & Plan, to invite someone else.
If your plan's seats were reduced, people already invited can still accept as long as the members who have already joined are under the new limit. Otherwise they see "This publication's team is full on its current plan."
Troubleshooting
"No Inkwave account found for this email": ask the person to sign up for Inkwave with that exact email address, then invite them again.
They say the link has expired: the email link only lasts an hour. Ask them to sign in and look under Invitations in the publication switcher, or use Resend invite.
"This invitation was sent to a different email": they opened the link while signed in with another account. They need to sign out and sign in with the address you invited.
"This user is already a collaborator on this publication": they are already on the list, perhaps with a pending invitation. Turn off Hide Invites to find them, then edit their access instead.
Invite New User is greyed out: all your team seats are in use or invited. See Team seats above.