How to invite members to a workspace
Invite people to your Vieolo workspace, set their details and starting permissions, and follow up on pending invitations.
To invite someone to a Vieolo workspace, open "Members", click "Invite", enter the person's email address, and send the invitation. The person receives an email and joins the workspace once they accept. If they don't have a Vieolo account yet, they can accept after signing up with the same email address.
Both personal and business workspaces can have several members. Membership is per workspace, so if you own several workspaces, you need to invite a person to each workspace you want them in.
Before you start
- You need the permission to add members to the workspace. The owner always has it.
- Every member, including you as the owner and anyone with a pending invitation, uses one member seat of the owner's plan. If no seat is left, the owner needs to upgrade. See Plans and usage.
Send an invitation
- Open "Members" from "Workspace settings".
- Click "Invite".
- Enter the "Invite email". This should be the email address the person uses, or will use, for their Vieolo account.
- Optionally fill in the other fields of the form.
- Optionally write a "Message" that is shown with the invitation.
- Review the starting permissions and click send.
If the email already belongs to a member of the workspace, or has a pending invitation, you will see an error and no new invitation is sent.
The fields of the invitation
Invite email and work email
The "Invite email" is the address the invitation is sent to and is linked to the person's Vieolo account.
The "Work email" is optional. Many people use a personal address for their Vieolo account but have a separate address within your organization. You can later choose which of the two addresses receives the workspace's daily notification emails. See Workspace email notifications.
Name and contact information
"First name", "Middle name", "Last name", "Address", "Country", and "Phone number" are the details of the person as your workspace knows them. They are separate from the person's own account, so they won't change if the member renames their account. We recommend filling them in, especially for business workspaces. The strict auditable mode requires every member to have a first and last name.
External employment ID
If your organization identifies people with its own employee numbers, you can enter one in "External employment ID".
Message
A short message, up to 300 characters, shown with the invitation. It has no use after the person has responded.
Starting permissions
New members start with a limited set of permissions: they can view members, connections, and products, view and edit ReChive entries, and add ReChive tags. Their access levels start at 1. You can change all of this before sending, and at any time after the person joins. See Manage the permissions of your workspace members.
What the invited person sees
The invited person receives an email about the invitation. In the app, it appears under "Pending invites" on their home page, where they can "Accept" or "Reject" it. Accepting adds them to the workspace with the details and permissions you set.
A person who has turned on "Block new workspace invitations" in their account settings cannot be invited.
Follow up on a pending invitation
Pending invitations are listed in the "Pending invites" tab of "Members". To cancel one, open it and click "Retract". The person will no longer see it, and the member seat is freed. Invitations can only be retracted while they are still pending.
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