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Invite teammates from Settings → Members. Workspace owners and admins can invite people; changing an existing member’s role is an owner-only action.

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Invite a teammate

  1. Check that you are in the correct workspace.
  2. Open Settings → Members and select Invite Member.
  3. Enter the teammate’s email address.
  4. Choose Agent, Admin, or Viewer.
  5. Select Send invite and check the member list or Pending invitations section.
Choose the least access the teammate needs. Inviting an email address that already belongs to a Protodesk account adds that account to the workspace immediately; it does not wait for an invitation acceptance. Check the address carefully before sending. For someone without a Protodesk account, Protodesk creates an emailed invitation when invitation delivery is available. The recipient must sign up or sign in with the same email address used in the invitation. Invitation links expire after seven days.

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Choose a role

These are workspace roles, not team memberships or Linear permissions. Adding someone to a team does not change their workspace role. Individual features may also depend on the workspace plan and the permissions enforced for that action.

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Manage pending invitations

Owners and admins can use Pending invitations below the member list when there are unaccepted, unexpired invitations.
  • Resend invitation sends the existing invitation again. It does not extend the original expiration date.
  • Revoke invitation invalidates an unaccepted invitation. Confirm only if the recipient should no longer use that link.
  • If the invitation has expired, invite the person again to issue a new link. Use the newest invitation email.
A pending entry means an invitation exists, not that an email reached the inbox. Check spam or junk folders and confirm the address with the recipient. If delivery continues to fail, contact support with the workspace name, the approximate attempt time, and the error shown. Never share the invitation token or full invitation link in a public channel.

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Change an existing member’s role

As the workspace owner, open the teammate from the member list, open Member actions, then choose Change role and the new role. Selecting a role applies the change; there is no separate role-save step. The current menu does not offer this action for yourself or for another owner. Admins cannot change existing roles through this action, even though they can choose a role when inviting someone.

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Remove a teammate

Before removing anyone, reassign their open conversations and check their team responsibilities. Removal does not reliably reassign existing work or clean up team rosters for you.
  1. Open the non-owner teammate from Settings → Members.
  2. Open Member actions → Remove from workspace.
  3. Check the person and workspace, then confirm Remove.
  4. Review the member list, affected teams, and remaining assignments.
Removal changes membership in this workspace; it is not deletion of the person’s entire Protodesk account or a request to erase customer conversation history. Do not assume it changes a paid subscription or produces a refund. Review billing separately.

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Ownership transfer and leaving

Owners can find Transfer ownership in another non-owner member’s action menu. The confirmation describes moving ownership and changing the previous owner to admin. Before relying on the handoff, verify both members’ roles after completion. If the result does not match, contact support before removing either person. Non-owner members may see Leave workspace on their own profile. Self-service leaving is currently limited: the backend can reject this action, including for agent and viewer accounts. Ask an owner or admin to remove your membership if leaving fails. Arrange a handoff first; do not rely on the confirmation text’s automatic-unassignment claim.

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Troubleshoot access

  • Invite button missing: confirm the workspace and ask an owner or admin to invite the person.
  • Seat-limit error: check the plan and current membership with the owner before trying again. An invitation is not a guarantee of available paid seats.
  • Already a member: search the member list instead of repeatedly sending invitations.
  • Wrong account or email mismatch: sign in with the invited address, or ask the inviter to revoke and replace the invitation for the correct address.
  • Expired or invalid link: ask for a new invitation. Revoked and already accepted links cannot be reused to join again.
  • Workspace missing after joining: refresh the app and check the workspace switcher. If it is still absent, ask an admin to confirm active membership.
For team rosters and queues, see Create and manage teams.