Invite and manage members

Add teammates to your Doxbrix workspace so they can write, review or read your documentation. This guide shows you how to send an email invitation, create an account with credentials, and later change a member's role, suspend them or remove them.

Every member has one workspace role: Owner, Admin, Editor or Viewer. The role decides what they can do and whether they use a paid editor seat. See Roles and permissions before you choose.

Before you begin

• Role: By default, only workspace Owners and Admins can invite members. The Default invite restriction in Security basics can narrow this to Owners only or widen it to include project Owners. See Configure workspace settings.
• Creating accounts with credentials, changing roles, suspending and removing: workspace Owners and Admins only.
• Seats: Owner, Admin and Editor members each use an editor seat. Inviting or creating one of these roles fails when your plan has no editor seat left. Viewers do not use an editor seat. See Plans and limits reference.
• Allowed domains: If Allowed email domains lists any domains, you can invite only addresses in those domains.

Invite a teammate by email

1

Open Members & Invitations

In the sidebar, select Settings, then select Members & Invitations under People & access. The page shows the Invite teammates form, the Roles & access guide, the Workspace members table and Pending invitations.

2

Enter the email address

Make sure the Invite by email tab is selected. In Email address, enter the teammate's work address, for example teammate@example.com.

3

Choose a role

Open Role and select Viewer, Editor or Admin. Viewer is selected by default. Choose Editor for people who write and review content, and Admin for people who help manage the workspace. Only Owners can grant the Admin role.

4

Add a personal message

Optionally, in Personal message (optional), add a note of up to 250 characters, for example Welcome! Start with the PocketBase docs project. The counter below the field shows how many characters you have used.

5

Send the invitation

Select Send invite. Doxbrix shows Invitation sent. and emails the teammate a secure link to join your workspace. The invitation appears under Pending invitations with its Invited role, Invited by and Expires values.

Invitations expire after 7 days. Sending a new invitation to the same address replaces the earlier one and resets the expiry.

What the invitee sees

The link opens a Workspace invite page titled Join followed by your workspace name, stating who invited them and with which role.

• If they are signed in with the invited address, they select Accept invite.
• If an account already exists for that address, they select Sign in to continue.
• If they have no account, they select Create account to continue. See Create an account and choose a plan.

The invitation can be accepted only by the invited email address. Someone signed in with a different address sees This invite is for teammate@example.com. Sign out first and continue with that address.

Create a member with credentials

Use this when a teammate cannot receive email, or when you want the account to exist immediately. Only workspace Owners and Admins can do this.

1

Open the Create with credentials tab

In Invite teammates, select Create with credentials.

2

Enter the account details

Fill in Full name (for example, Alex Johnson), Email address (for example, alex@example.com), Password (at least 8 characters) and Role. Select Show password to check what you typed.

3

Create the user

Select Create user. Doxbrix shows User created and added to workspace. and the member appears in Workspace members. Share the credentials with the new member through a secure channel, and ask them to change the password after they sign in. See Manage your profile and account security.

Manage existing members

The Workspace members table lists each member with their Role, Status, Joined and Last active values. Use Search members... and the All, Active, Suspended, Owners and Editors filters to find someone. Select Export member list to download the list as a CSV file.

Admins can manage Editors and Viewers. Only Owners can change, suspend, reactivate or remove an Admin, or grant the Owner or Admin role. An Owner cannot be suspended or removed from this page.

Manage pending invitations

Under Pending invitations, filter by All, Expiring soon or Expiring later. For each invitation you can:

• select Resend to send the invitation email again;
• copy the invitation token with the copy control in Invitation token;
• select Revoke, then Revoke invite, to cancel it. Doxbrix shows Invitation revoked. and the link stops working.

Approve members who signed in with SSO

When single sign-on is set up, people from your identity provider can sign in before anyone assigns them a role. They appear with a Pending status and cannot access the workspace yet. Select Approve to grant Viewer access (Approve as Viewer), choose a higher role in the Role column to approve and assign it in one action, or select Deny access to refuse. See Set up single sign-on.

Verify

• The new member appears in Workspace members with the expected role and an Active status after they accept the invitation or after you create the account.
• Role Management > Recent role history records each role change.

Troubleshooting

For more sign-in and invitation problems, see Troubleshoot sign-in, invitations and SSO.

Next steps