Inviting Team Members

Written By Vik

Last updated 5 months ago

Managing a workspace in Wauld involves not just creating and issuing credentials but also collaborating with your team. To make this collaboration smooth, Wauld allows you to invite, manage, and control access for multiple users within a workspace using role-based permissions.

This article walks you through everything from viewing current users to inviting, editing, and removing team members.

Before you start, we recommend visiting Creating & Managing Workspaces to understand how workspaces function within Wauld.

Where to View the Workspace Users List

  1. Click on the Admin Centre button from the left-side navigation bar.

  2. By default, you’ll land in the Account tab. From the tab options at the top-left, switch to the "Workspace" tab.

  3. Here, you'll see a list of all your workspaces.

    • To view archived workspaces, check the “Archived” checkbox in the top-left corner.

  4. Click on the workspace you want to manage. This will take you to the Workspace Details view.

  5. From the tab options at the top-right of this view, switch to the "Users" tab to access the list of team members for that workspace.

What You See in the Users List

In this Workspace Users List view, you’ll be able to see:

  • Email ID of the user along with status (e.g., “Invite Yet to Be Accepted” for pending invitations)

  • Assigned Role in the workspace

  • Last Login Timestamp

This list includes:

  • Users who have accepted the invite and are actively part of the workspace

  • Users who have been invited but have not yet accepted the invite

Understanding Roles & Permissions

Each user in a workspace is assigned a role, which defines what they can and cannot do. Here's a breakdown:

1. Designer

  • Can create, edit, and manage documents.

  • Responsible for layouts, templates, and visual design.

  • Cannot issue credentials or access recipient data.

2. Workspace User

  • Can do everything a Designer can.

  • Can issue, manage, and update credentials.

  • Can view and manage recipients.

  • Can access Admin Centre for that workspace (except billing/account).

3. Workspace Admin

  • Full access within the workspace.

  • Can manage users, configure workspace settings.

  • Can access Admin Centre (excluding billing/account settings).

To understand how roles work across the platform, visit: Roles & Permissions.

Inviting a New User

Here’s how to invite new users to your workspace:

  1. From the Users tab of your selected workspace, click the “Invite Users” button at the top-right corner.

  2. A modal will open prompting you to enter one or more email addresses. How to Add Emails:

    1. Type an email address and press the Space bar to add it.

    2. Repeat to add multiple email addresses.

    3. If any email format is incorrect, the system will show an error message.

    4. You can invite up to 5 users at a time.

  1. Once all emails are entered, select a role to assign (Designer, Workspace User, or Workspace Admin).

  2. Click Send Invite to dispatch the invites.

    • Each invited user will receive an email with an invite link (valid for 48 hours).

  3. To cancel the invite process without sending, click the Cancel button.

After invite is sent:

  • The invited email appears in the user list.

  • A status like “Invite Yet to Be Accepted” will appear until the invite is accepted.

Resending an Invite

If the invite expired or the recipient can’t find the original email:

  1. Navigate to the Users tab in the desired workspace.

  2. Hover over the invited user’s row.

  3. Click the Resend button.

  4. A fresh 48-hour invite link will be sent to the user’s email.

Revoking an Invite

If the invite was sent to the wrong email or needs to be withdrawn:

  1. In the same user list view, hover over the user whose invite you want to revoke.

  2. Click the Revoke button.

  3. A warning modal will appear:

    • Click Yes, Revoke to confirm.

    • Click Cancel to abort the action.

Once revoked, the invite becomes invalid and the user must be re-invited if needed again.

Editing the User Role

Need to upgrade or downgrade someone’s role in the workspace? Here's how:

  1. In the Users list, hover over the user whose role you want to change.

  2. Click the Edit button.

  3. A modal opens where you can:

    • Select a new role

  4. Click Confirm to save the changes.

  5. Click Cancel to exit without making changes.

Roles will be updated immediately and reflected in the list.

Removing a User

If someone no longer needs access to the workspace:

  1. In the Workspace Users list, hover over the user you want to remove.

  2. Click the Remove button.

  3. A confirmation modal will appear:

    • Click Confirm to proceed.

    • Click Cancel to abort the action.

Once removed, the user no longer has access to the workspace. You can re-invite them at any time with a different role if required.

Notes

  • There is no cooling period for inviting or removing users.

  • You can invite, revoke, and reassign roles as often as needed.

  • Users can belong to multiple workspaces with different roles.