Members and invites
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, then Organization, then 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
Section titled “Invite someone”-
Under Pending invites, type the person’s email address, such as
[email protected]. -
Pick their role: member, admin, or owner if you’re an owner yourself. See Roles for what each can do.
-
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
Section titled “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
Section titled “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, 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
Section titled “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 covers the same roles from inside a project.
Remove someone
Section titled “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 they created belong to the organization, so they keep working until an admin revokes them.
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.
Where to go next
Section titled “Where to go next”- Teams: group people for Docs access.
- Project members and access: who can open each project.