Everyone in a workspace signs in with their own account. You invite them, give them one or more roles, and the roles decide what they can see and change.
Inviting someone
You need the Manage members permission.
- Open Admin settings from your workspace name at the top of the sidebar, then choose Members under Workspace.
- Click Invite member.
- Enter their Name and Email, and choose a Role if you want to give them one now.
- Click Send invitation.
They get an email to set their password. Until they do, they show as Pending. An invitation lasts 72 hours; if it runs out, open the member's menu and choose Resend invitation.
Each person takes a seat on your plan. If every seat is taken, Trysquare says so when you try to invite someone.
Changing or removing a member
From a member's menu:
- Edit changes their name and their roles. A person can hold several roles.
- Delete removes them from the workspace. This cannot be undone.
There is always at least one Tenant Admin: the last one cannot be removed, or have that role taken away.
The Tenant Admin role
Every workspace has the Tenant Admin role built in. Tenant Admins can do everything, whatever other roles say, and the role cannot be renamed, deleted or edited.
Give Tenant Admin only to the people who run the workspace.
Creating a role
Roles are part of the Pro plan, and you need the Manage roles permission.
- Open Admin settings and choose Roles under Workspace.
- Click Create role, give it a Name, such as "Inspector" or "Reviewer", and click Create.
- Set the role's permissions on the page that opens.
Workspace permissions
These cover settings and setup. Switch on the ones the role needs, then click Save permissions.
| Permission | Lets people |
|---|---|
| Manage members | Invite, edit and remove people |
| Manage roles | Create and edit roles, their permissions and who has them |
| Manage models | Create and change models and their fields, and import spreadsheets |
| Manage automations | Create, edit and switch on automations |
| Manage branding | Change the workspace name, logo, theme and colours, and the report settings |
| Manage forms | Create, edit, publish and delete forms, and set up statuses |
| Manage dashboard defaults | Set the default dashboards for the workspace and each role |
| Manage billing | Change the plan and seats, update the card, see invoices and cancel |
Model permissions
These decide what the role can do with each model's records. For each model, tick view, create, update and delete as needed. Select all and Clear set a whole row at once.
Permissions are set per model, so a role can see every site but no contracts, or view assets without being able to change them. They apply to all of a model's records: there is no limit to particular records, or to records a person created.
Who has a role
At the bottom of a role's page, click Add users to give it to people, and Remove to take it away. You can also choose someone's roles from the Members page.
Roles in the rest of Trysquare
Roles are used beyond permissions:
- Statuses can limit a move, such as signing off an inspection, to particular roles.
- Automations can notify or email everyone with a role.