You can invite colleagues to your workspace yourself, whenever you need them. Inviting people, changing their role and removing them all happen in one place: Manage team, under Settings.
Who can invite people?
You can invite people if your role includes the Edit Team permission. The Admin role holds it by default.
Subscription admins can also add Edit Team to a custom role. This lets a team lead handle invites without full Admin access.
Ask first. If you can't see Manage team, ask a workspace admin on your team to send the invite for you, or to give you a role that includes Edit Team. Your own team is the quickest route to access.
Once your team is up and running, it pays to choose one or two people to own invites. Access then flows from inside your own team, and new joiners never wait on a support ticket.
Invite someone to your workspace
Do this in the workspace the person needs to use.
Open Settings. Select the gear icon at the bottom of the left rail. Settings opens on Plan & billing.
Go to Manage team. Choose Manage team under the Workspace heading, then stay on the Team members tab.
Invite the person. Open the invite form, add their email address and choose a role. Only enabled roles appear in the list.
Let them know. Send the invite, then tell the person to look out for their welcome email from Pencil.
If the role you need doesn't exist yet, a subscription admin builds it first on the User roles tab with Create custom role. Then come back and assign it.
What happens after you send an invite
New users receive a welcome email with a link to set their password and sign in. The link expires after 24 hours.
If the link expires, there's no need to send a new invite. The person goes to the login page, selects Forgot Password? and follows the fresh link. Read more about welcome email issues.
If your organisation uses single sign-on (SSO), the person selects Sign in with SSO on the login page rather than setting a password.
Choose the right role
Each person holds one role per workspace, and that role decides what they can see and do. Five default roles come with every subscription.
Admin. Gives access to all features and settings in the workspace. It suits workspace owners and platform administrators.
Creative. Gives access to all creative generation features. It suits in-house or agency people making ads, images, video and copy.
Media. Gives access to results, insights and scoring. It suits media, analytics and performance specialists.
Client. Lets the person view and export assets, creatives and templates. It suits clients who review and pull finished work.
Client Marketer. Includes everything Client has, plus adding, editing and deleting assets in Files. It suits clients who manage their own assets.
If none of these fits, a subscription admin can build a custom role with exactly the permissions you want.
For someone who only needs to review and approve specific work, skip the full seat. Add them as a guest reviewer instead, from the Guest reviewers tab under Settings, then Approval workflows.
Change a role or remove someone
You change a person's role, or remove them, from the same Team members tab. A role change takes effect the next time the person logs in.
A role applies only in the workspace where you assign it. A person who works across several workspaces can hold a different role in each one.
Manage people across several workspaces
As a subscription admin, you work across every workspace in your subscription. You can invite people to several workspaces in one go, update roles in bulk and remove people from multiple workspaces at once.
For larger teams, SSO and SCIM can create, update and offboard users automatically from your company directory. To see what else a subscription admin can do, read about admin levels.