Workspace user

A workspace user is a person on the team, with the role Owner, Admin, or Member; one login identity can be a workspace user in many workspaces.

Written for
user, admin, integration-developer
Roles
owner, admin, member
Requires
Feature
members

A workspace user is a person who works in the workspace as part of the team: the people who triage the Inbox, work tickets, log time, and, for Owners and Admins, configure and bill. The documentation calls this group "staff". Each workspace user has one of three roles: Owner, Admin, or Member. A person's login identity (email, password or passkey, language, time zone, notification preference) is global, so the same person can be a workspace user in several workspaces with different roles in each.

How it relates to other concepts

Rules

  • People join by invitation (emailed, valid 7 days, one live invitation per address), or through single sign-on with account creation on first login, SCIM provisioning, or a verified domain.
  • Owners and Admins must use two-factor authentication (an authenticator app or a passkey) to enter the workspace.
  • Owners may assign any role. Admins may assign Admin or Member and can never change or remove an Owner. A workspace always keeps at least one Owner.
  • Moving a person between Member and Owner/Admin in either direction revokes their delegated API tokens.
  • Anyone can leave a workspace, except the last Owner. Removing a person also revokes their tokens, project memberships, and viewer grants.
  • A removed person's name becomes a workspace-local pseudonym ("Former member N") on the comments, time entries, and audit rows that reference them. Their login and other workspaces are untouched; re-inviting them shows the real name again.

Example

Kari is an Owner of acme and a Member of a partner's workspace. In acme she closes periods and runs billing; in the partner workspace she only sees tickets on the projects she has been added to.

  • Manage members and invitations Invite workspace users by email, set and change their role, remove them or let them leave, and understand how seats are counted.
  • Workspace member What a Member does day to day in SAQ, with links to each task, and what a Member cannot do without the Owner or Admin role.
  • Owner and Admin Everything an Owner or Admin configures in SAQ, with links to each task, the differences between the two roles, and the two-factor requirement.
  • First login Accept your invitation, choose a login method, set up two-factor authentication if you are an Owner or Admin, and find your workspace.
  • Role What a person may do in SAQ follows from three things at once, their workspace role, their client mode, and their project role; this page gives the formula and points to the detailed role pages.