Add and manage users

You must be a Workspace Administrator to invite people, change their Workspace roles or remove their access. A Subscription Administrator is required to grant or revoke Workspace Administrator authority, including choosing that role on an invitation, changing a pending invitation’s role, changing a member’s role or removing a Workspace Administrator. Normal members can view the people list. Subscription Administrator authority alone does not allow you to manage Workspace membership.

Open Administration > Users & Billing and select the Users tab. Check the Workspace in the product header before making changes.

Invite someone

1. Select Invite user.
2. Enter the person’s email address.
3. Choose Member for normal access. Only a Subscription Administrator can choose Workspace Administrator; that role also manages people, invitations and Xero connections.
4. Select Send invitation.

The invitation lasts seven days. The recipient must sign in with the Microsoft or Google account linked to the invited email and select Accept invitation.

Share Accept a Workspace invitation if they need help. Each person connects their own assistant after joining.

Find a person or invitation

Use All people, Members or Invitations to change the list. Search by name or email. The administrator filters help you find people with additional authority.

For a pending invitation, a Workspace Administrator can:

• Change a proposed Member role before it is accepted. A Subscription Administrator must make any change that grants or revokes the Workspace Administrator role.
• Select Re-invite to send a new seven-day invitation. Older links stop working.
• Select Revoke invitation to withdraw access through the current link.

Reissuing or revoking an invitation that proposes Workspace Administrator also requires Subscription Administrator authority. When the recipient accepts, xpnAI checks that the administrator who granted that role still has Subscription Administrator authority. If they have lost that authority, another authorised administrator can use Re-invite to issue a new invitation.

If delivery failed, check the email address and use Re-invite. An invitation is not membership until the recipient accepts it.

Change a member’s Workspace role

On the person’s row, a Subscription Administrator can change their role between Member and Workspace Administrator, then confirm. The change takes effect immediately. A Workspace Administrator can manage ordinary member access, but cannot grant or revoke Workspace Administrator authority.

You cannot change your own Workspace role or remove the final Workspace Administrator. Ask another Workspace Administrator to change your role, and make sure someone retains administration access.

Subscription Administrator authority is separate. See Manage your subscription to change it.

Remove someone from the Workspace

Use the remove action on the person’s row, check the Workspace named in the confirmation and confirm the removal.

This stops their access to the Workspace, including subsequent requests from assistants connected with that membership. It does not remove their account, their access to other Workspaces or the Workspace’s shared data. Previously downloaded exports remain with the person who downloaded them.

You cannot remove yourself or the last Workspace Administrator.

If the person is a Subscription Administrator and this is their last Workspace on the subscription, removing them also requires Subscription Administrator authority. Another Subscription Administrator must remain. If xpnAI cannot complete the removal, no part of that removal is applied.

If an action is unavailable

Confirmation dialogs keep the action open while it runs. If a failed request leaves the dialog open, read the error and retry the action or select Cancel. If the person, invitation or your permissions have changed, the dialog closes and the list refreshes. Review the updated details before trying again.

Check that you are in the right Workspace and have the required role. If another administrator changed the person or invitation while you were viewing it, review the refreshed details before trying again.

For the complete distinction between normal access and the two administrator roles, see Roles and access.