Workspace Users
Manage a workspace's people from the parent company — without joining it
Looking After a Workspace From Outside It
A workspace is its own company: its own people, its own map of the work. That separation is the point — a client engagement, a subsidiary or a pilot team keeps its model to itself. But it used to mean that whoever set the workspace up had to join it before they could add anyone to it, and then keep a seat there forever just to add the next person.
An administrator of the parent company can now open a workspace's roster directly and do the day-to-day work — invite people, fix a misspelled name, deactivate someone who has left — while staying outside it. You see who is in the workspace. You don't see the workspace's data.
Everything on this page is about workspaces beneath the company you are currently signed into. For your own company's roster, see Team Management.
infoThe screen is the same one. The roster, the search box, the add form and the bulk tools work exactly as they do for your own company. Only the handful of things that genuinely cannot be done from outside are missing — and they are missing, not greyed out, so the screen never offers you something it will then refuse.
Two Doors
From Companies
Open Companies from the main menu, expand your company's workspaces, and use the group Manage users button on the workspace's row.
This is the route most people take, and the one to send someone who asks where it lives.
From your own Users page
Settings → Users carries a Manage workspace users link when your company has workspaces. It takes you to the same place, without the detour through Companies.
Handy when you are already adding people and realise the next one belongs in a workspace.
Who sees the button: the owner of the parent company. If your access comes from a role rather than ownership, the button may not appear even though the page will let you in — a direct link, or the door on Settings → Users, works. If you genuinely lack the rights, the page says so rather than failing halfway through.
The Banner at the Top
Managing someone else's roster looks almost identical to managing your own, and that is a good way to make a change in the wrong place. A banner above the list keeps the context on screen the whole time:
- hubWhose roster this is. The workspace's name, and the reminder that you are managing it from the parent company and are not a member of it.
- scheduleWhen the list was last read, with a Refresh roster button beside it (see Staying current below).
- arrow_backA way back to Companies, so leaving doesn't mean hunting through the menu.
The banner also names the two things that happen inside the workspace instead — role changes and invite management — so nobody has to work out why a control they know is not on screen.
From the Parent, and From Inside
From the parent company
- check See the roster, active and inactive, and search it
- check Add one person, or bulk-invite a pasted list
- check Copy an invitation link for someone who hasn't joined yet
- check Correct a member's name
- check Deactivate and reactivate members, one at a time or in bulk
Only from inside the workspace
- block Changing an existing member's role
- block Revoking or regenerating an invitation link
- block Everything else in the workspace: its jobs, resources, settings and billing
These belong to the workspace's own administrators. Switch into the workspace — or ask someone who is already in it — to do them.
Which Roles You Can Assign
You can set a role when you invite someone, but not afterwards. The list you pick from is the set of roles already in use in that workspace — the workspace defines its own roles, and the honest answer to "what roles exist here?" from outside is "the ones I can see people holding".
admin_panel_settingsAdministrator is spelled out. When the role you are about to assign grants full administrative rights in the workspace, the form says so before you send — including on a bulk invite, where it is easy to set one role for forty rows without reading it.
warningAn empty workspace has no roles to show. If nobody is in it yet, there is nothing to read a role from, and the form will tell you so instead of guessing. The first person has to be invited by someone inside the workspace — or by you, after switching into it once.
Invitations and Seat Limits
Invitations work the same way
Adding someone who already has a RoleDream account puts them straight into the workspace. Adding a new email address generates an invitation link, which you copy and send yourself, exactly as in your own company.
What you cannot do from here is revoke or regenerate a link once it exists. If a link needs killing, that has to happen inside the workspace.
Seats are inherited, and counted per workspace
A workspace does not carry its own subscription — it inherits the parent company's plan. The user limit that plan grants is then counted within each workspace separately, not pooled across all of them.
If an invite is refused for want of seats, the message names the workspace that ran out, so you are never left wondering which company the limit belongs to. Upgrading the parent plan raises it everywhere.
The Roster Doesn't Update Itself
Everywhere else in RoleDream, a change someone else makes appears on your screen within moments. That live connection is scoped to the company you are signed into — so it does not reach a workspace you are looking at from outside.
Rather than let the list quietly go stale, the page is explicit about it: the banner shows when the roster was last read, and Refresh roster reads it again. Your own changes always show immediately, and the list re-reads itself after each one.
syncIf an action fails on one person, the usual cause is that the roster moved on — they were removed inside the workspace since you last read it. The message says so and offers a refresh.
Two Things That Differ From Your Own Roster
shieldThe workspace's own owner is not protected here. On your own roster the owner's row cannot be deactivated; from the parent it can. That is deliberate — a parent administrator has to be able to recover a workspace whose owner has left — but it means the last administrator of a workspace can be switched off. The confirmation warns you when a deactivation would do that.
personYou still cannot deactivate yourself, here or anywhere else — including in the rare case where you are a member of the workspace as well as an administrator of its parent.
Organizations You Aren't a Member Of
A workspace you belong to may sit beneath a parent organization you do not belong to. The workspace switcher and the Companies page both show that parent, because the hierarchy is easier to read with it than without — but it is shown as a heading marked Not a member, not as somewhere you can go.
It groups the workspaces underneath it and does nothing else. Clicking it does not attempt a switch that would only fail.
How to Access
Or Settings → Users → Manage workspace users. Both land on the same page.