# Members and invites

> Invite people to your By Dawn organization, accept an invitation, change someone's role, put them on projects, and remove them.

This page helps you bring people into your organization and manage them once they're in. By the end you'll
have sent an invitation, and you'll know how roles, projects and removal work.

Everything here happens in **Settings › Organization › Members & invites**. Everyone in the
organization can open it and see who belongs. Owners and admins can also invite people, change roles and
remove members. Everyone else sees "Only owners and admins can change members and send invites."

## Invite someone

1. Under **Pending invites**, type the person's email address, such as `teammate@company.com`.

2. Pick their role: **member**, **admin**, or **owner** if you're an owner yourself. See
   [Roles](https://docs.bydawn.com/organizations/#roles) for what each can do.

3. Choose **Invite**.

By Dawn emails them a link to join, and the invitation appears under **Pending invites** with your name and when
it expires. An invitation lasts 7 days, and takes a seat in the meantime.

- **Resend** sends a new email with a new link, and gives it another 7 days. The old link stops working, so
  use it when someone lost the email or let it expire.
- **Revoke** cancels the invitation at once.

An expired invitation stays in the list marked **expired** until you resend or revoke it.

If By Dawn can't send it, you'll see "Could not send that invite. Check the email and try again." That happens
when the person is already a member, when only an owner may invite at that role, or when your organization is
at its member limit.

## Accept an invitation

Open the link in the email and sign in. You need to sign in with the **same email address the invitation was
sent to**, because an invitation is for that person only. By Dawn adds you to the organization with the role you
were invited at, and opens its board.

If the link doesn't open By Dawn, sign in, then paste the token from the email under **joining a team?** into
**Invite token** and choose **Join from invite**.

| By Dawn says | What to do |
| --- | --- |
| "This invite has expired. Ask your teammate to send a new one." | Ask them to choose **Resend**. |
| "This invite was already used." | You're already in. Sign in, and the organization is there. |
| "That invite token doesn't look right." | Copy the token from the newest email again. **Resend** replaces the old one. |
| "This organization is at its member limit." | An admin needs to free up a seat first. |

## Change someone's role

Pick the new role in the person's row. It takes effect at once, without asking you to confirm.

- An **admin** can make a member an admin. They can't change another admin or an owner, or make anyone an
  owner.
- An **owner** can change anyone's role, including making someone an owner or taking it away.
- Nobody can change their own role, and the last owner can't be made an admin or member, because an
  organization always keeps an owner.

Lowering someone's role also ends what the higher role gave them, such as access to projects they reached only
as an admin.

If your organization uses [group mappings](https://docs.bydawn.com/scim/#map-groups-to-roles), a role your identity provider gives
shows an **IdP** badge. Changing it here takes it out of your identity provider's hands, and it stays as you set
it. To hand it back, choose **Let IdP manage**.

## Put someone on projects

Choose **Projects** in a person's row to see the projects they're on, and their role in each. Owners and admins
can change those roles, **Remove** them from a project, or pick a project under **Add to project…** with a
role and choose **Add**.

| Project role | Can |
| --- | --- |
| **viewer** | Open the project and read its board and tickets, but not change anything |
| **member** | Create, edit and move tickets, and do the day-to-day work |
| **admin** | Everything a member can, plus manage the project's members, visibility and settings |

Organization owners and admins already have full access to every project through their organization role, so
there's nothing to add for them. [Project members and access](https://docs.bydawn.com/project-access/) covers the same roles from
inside a project.

## Remove someone

Choose **Remove** in their row. It happens at once, without asking you to confirm. Admins can remove members,
and owners can remove anyone except the last owner. You can't remove yourself.

Removing someone:

- ends their access to the organization and all its projects straight away;
- takes them off every team;
- removes the Docs access they had in the organization;
- stops their linked chat account acting for them in By Dawn.

Their tickets, comments and history stay where they are. Their By Dawn account isn't deleted either, so they can
still use any other organization they belong to. [API keys](https://docs.bydawn.com/api-keys/) they created belong to the organization,
so they keep working until an admin revokes them.

> **Caution:** If you're removing someone who left your company, revoke any [API key](https://docs.bydawn.com/api-keys/) they had a copy of, and replace
> the ones still in use.

## FAQ

**Where can I see how many seats we have left?**

The **Members** heading shows how many members you have. By Dawn doesn't show your plan's member limit there yet,
but invitations and sign-ins say when you've reached it. Pending invitations count towards it too, so revoke
the ones nobody will accept.

**Someone says they never got the email. What now?**

Check the spelling under **Pending invites**, then choose **Resend**. If it still doesn't arrive, send them the
token from a fresh invitation another way, and they can paste it into **Invite token** when they sign in.

**Do I need to invite people if we use single sign-on?**

Not if **Create accounts on first sign-in** is on: people at your verified domains join the first time they sign
in through it. See [First sign-in](https://docs.bydawn.com/sso/#first-sign-in).

## Where to go next

- [Teams](https://docs.bydawn.com/teams/): group people for Docs access.
- [Project members and access](https://docs.bydawn.com/project-access/): who can open each project.

Source: https://docs.bydawn.com/members/