Inviting Team Members
Admins on Starter, Professional and Institution plans can invite additional team members. Each seat is an individual login that joins the shared workspace. The Community plan is single-user — only the account owner can access the workspace.
How to invite
Navigate to Settings → Members (admins only). Above the invite box you'll see how many archivist seats your plan includes and how many are already used.
Single invite
- In the Invite a new member card, enter the recipient's email address.
- Pick a role — Admin, Member, Reviewer, or Volunteer (see Roles and permissions). It defaults to Member.
- Send invite.
Bulk invite
For inviting multiple people at once (up to 100):
- Click Bulk invite.
- Paste email addresses into the text area, one per line or comma-separated.
- Pick a role that applies to all invitees.
- Send to all — the button counts the addresses it found.
The platform automatically deduplicates addresses and skips anyone who's already a member or has a pending invitation. Each person receives their own invitation email.
The recipient receives an email with a join link. The link is valid for 14 days; after that it expires and you can resend.
What the recipient sees
The invitation email includes a link to set their password and join the organisation.
- If they already have an Archivers account (with the email you invited) — clicking the link takes them to sign in. After signing in, they're immediately added to the organisation. They keep their existing personal Profile settings (Display Name, Writing Style); the org's Institutional Context replaces theirs while they're a member of the org.
- If they don't have an account — clicking the link takes them to a welcome page where they set their password directly. After setting their password, they're automatically added to the organisation and signed in — no separate sign-up step needed.
Pending invitations
Pending (un-accepted) invitations show up in the Pending invitations section on Settings → Members, with the email, the role and the expiry date.
| Action | What it does |
|---|---|
| Resend | Re-sends the invitation email; the link timer resets |
| Revoke | Cancels the invitation; the link stops working |
Removing a member
On Settings → Members, find the member in the list and click Remove, then confirm. Their personal account is not deleted — they're left with a working personal workspace of their own.
The member's access is revoked immediately, and they're signed out everywhere. Their contributions stay — accessions they uploaded, dossiers they created, sessions they ran. Everything they created is now owned by the organisation; nothing is deleted.
If you re-invite the same email later, they re-join with a clean Profile but find their previous contributions intact in the workspace.
A member can also remove themselves, with Leave this workspace at the foot of the same page.
Seat limits
| Plan | Archivist seats |
|---|---|
| Community | 1 |
| Starter | 3 |
| Professional | 10 (included) |
| Institution | 25 (included) |
Only Admin and Member seats count. Reviewer and Volunteer seats are free and uncounted. Promoting a Reviewer or Volunteer to an archivist role takes one of your seats, just as inviting a new archivist would.
To buy additional seats — contact us via the link on the Billing page.
Audit trail
Member additions, removals and role changes are recorded on Settings → Exports → Activity (admins only) with timestamp, the admin who performed the action, and the affected member. Entries by people who have since left are kept.