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Everyone in a workspace has a role that decides what they can do with its files and its members. This page explains the roles and how to invite, change and remove people. Before you start · Web and desktop · Free plan

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Roles

Every member can open every file in the workspace, including private ones. See Share a file for how people outside the workspace can see a file. On the Free plan, or when a workspace’s subscription has lapsed, only the owner can make changes, including inviting, changing roles and removing people. Admins and editors are treated as viewers until the workspace is on Pro, and adding admins or editors needs Pro. Viewers are free on every plan. See Workspaces. The rest of this page describes a workspace on Pro.

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What a seat costs

Owners, admins and editors each take a paid seat on Pro. For the price per seat, see Plans and limits. The owner manages seats and billing in Manage your subscription.
  • Adding a seat. When someone joins as an admin or editor, or a viewer gets one of those roles, the extra seat is charged right away for the rest of the current billing period. If a seat you’ve already paid for this period is free, nothing more is charged.
  • Freeing a seat. When you remove an admin or editor, or make them a viewer, the seat stays paid until the end of the billing period. There’s no refund for the rest of the period.
  • Invites. Sending an invite costs nothing. The seat is charged when the person accepts.
Members see the number of seats in use under Billable seats in Settings › Members.

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Invite people

Owners and admins can invite people at any role. Editors can invite viewers.
  1. Open Settings › Members and click Invite member. You can also click Share in a file, which has the same invite form.
  2. Under Email, enter one or more email addresses, separated by commas.
  3. Choose a Role.
  4. Click Send invitation, or Send 2 invitations and so on for several people.
The Invite members dialog with two email addresses separated by a comma, the Editor role chosen, a line saying what each seat costs, and Cancel and Send 2 invitations buttons When you choose Admin or Editor, the form shows what the seat will cost for the rest of the current term, or that A paid seat is available. On the Free plan, Admin and Editor show a Pro badge and can’t be chosen. Each person gets an email with a link to join. The link expires after 7 days. New members can open every file in the workspace.

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Resend or cancel an invite

Invites show in Settings › Members as Invitation pending or Invitation expired. Open the ⋯ menu on an invite:
  • Resend invitation sends a new link. The previous link stops working.
  • Cancel invitation makes the link stop working right away.
Owners and admins can manage every invite. Editors can manage the invites they sent.

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Accept or decline an invite

  • From the email. Click the link and sign in with the email address the invite was sent to. Click Accept invitation to join, or Not now to decide later.
  • In Wonder. When you sign in with invites waiting, Wonder shows You have an invitation. Click Join or Decline next to each one, or Maybe later.
You need to sign in with the invited email address, and it has to be verified. If you’re signed in with a different account, Wonder says This invitation is for a different account: click Log out and sign in with the invited address.

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Change someone’s role

Owners and admins can change roles. Only the owner can change an admin’s role, and nobody can change the owner’s.
  1. Open Settings › Members.
  2. Choose a new role from the role menu in the person’s row.
Making a viewer an admin or editor adds a paid seat. Wonder asks first with Add a paid seat: click Add the seat to confirm. Other changes apply right away.

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Remove someone

Owners and admins can remove members. Only the owner can remove an admin.
  1. Open Settings › Members.
  2. Open the ⋯ menu in the person’s row and choose Remove from workspace.
  3. Click Remove.
They lose access to the workspace’s files right away. Files belong to the workspace, so nothing they made is removed.

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What you can’t do yet

  • Transfer ownership. A workspace’s owner can’t be changed.
  • Leave a workspace. You can’t remove yourself. Ask an owner or admin to remove you.

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If something goes wrong

  • Admin and Editor are greyed out with a Pro badge. The workspace is on the Free plan. The owner can upgrade, or invite the person as a viewer.
  • This workspace is on the free plan. Only the owner can edit. Only the owner can invite people or change members on the Free plan. Ask them to upgrade.
  • Invite member is greyed out. Viewers can’t invite people. Ask an owner or admin.
  • This invitation is no longer valid. The link expired, was resent or was cancelled. Ask the person who invited you to send a new one.
  • This person is already a member of this organization. They’re already in the workspace. Change their role instead.