Skip to content

Inviting users and managing roles

This guide walks through inviting someone to your workspace, choosing the right role for them, and managing their access afterwards. It also explains how the role and permission system works so you can pick the role that gives each person exactly the access they need.

A workspace can have as many users as you like. Each user is granted one role per workspace, and that role decides what they can see and do. The same person can hold different roles in different workspaces. For background on how workspaces fit together, see Workspaces.

Before you start

  • You need the Workspace Admin role on the workspace you're inviting people into. Only an admin can invite users, change roles, or remove users.
  • Have the new user's email address ready. They do not need a SuperSpace account yet — one is created for them when they accept the invitation.

You may be asked to re-confirm your identity

Inviting, cancelling, and removing users are security-sensitive actions. If your session hasn't been re-confirmed recently, SuperSpace prompts you to verify your identity — with your passkey or password — before the action goes through.

Invite a user

  1. Open the workspace's settings. In the left-hand navigation, choose Settings. This opens the workspace page where contacts, users, and sub-workspaces are managed.

  2. Find the Users section. Scroll to the Users card (subtitle User Management and Access). It lists everyone with access to the workspace, along with any pending invitations.

  3. Start the invitation. Click Invite in the top-right corner of the Users card. This opens the Invitations form. Its subtitle reads Invite a user to <your workspace name>, confirming which workspace the invite is for.

  4. Enter the email address. Type the invitee's email into the Email field.

  5. Choose a role. Pick one of the roles from the Role list (the choices are shown as radio buttons). The page also shows a permissions table so you can compare what each role can do before you choose — see How roles work below.

  6. Send the invitation. Click Invite user. SuperSpace emails an invitation to that address and you'll see a confirmation that the invitation was sent. The new invitation now appears in the Pending Invitations list on the workspace page.

What the invitee sees

The invitee receives an email with a link to accept or decline. When they accept, a SuperSpace account is created for them if they don't already have one, and they're granted the role you chose. For a walkthrough aimed at the person being invited, see Inviting a user.

Invitations expire after one week

A pending invitation is valid for 1 week. If it isn't accepted in time it expires and is removed automatically. You can re-send it before then (see Manage pending invitations).

How roles work

When you invite someone, you assign them exactly one role on the workspace. The five built-in roles below are listed from least to most access. Every role can view site details; each higher role adds more capabilities on top.

Capability Billing Manager Site Viewer Site Manager Site Admin Workspace Admin
View site details ✓ ✓ ✓ ✓ ✓
Edit site ✓ ✓ ✓
Create site ✓ ✓
Delete site ✓ ✓
Manage billing details ✓ ✓ ✓
Manage user access ✓
Create sub-workspaces ✓

A few things worth knowing:

  • Workspace Admin is the only role that can manage user access — that is, invite people, change roles, and remove users. It can also create sub-workspaces.
  • Billing Manager is a read-only role for sites but can manage billing details. Use it for a bookkeeper or finance contact who shouldn't touch the sites themselves.
  • Site Viewer is view-only. Site Manager adds editing. Site Admin adds creating and deleting sites plus billing.
  • "Manage user access" is what lets an admin reach the invite and role controls in the first place — which is why only a Workspace Admin can perform the steps in this guide.

Roles can change later

Picking a role isn't permanent. An admin can change someone's role at any time from the workspace page (see Change a user's role), so start with the least access that lets the person do their job.

Inherited roles

If your account has sub-workspaces, a role granted on a parent workspace cascades down to its child workspaces automatically. In the Users list on a child workspace, an inherited role is shown with a badge naming the workspace it came from (or simply marked as Inherited).

An inherited role cannot be removed on the child workspace — to take that access away you change it on the parent workspace where it was granted. You can, however, edit an inherited role on the child: doing so detaches it from the parent, and from then on it's an independent role on the child workspace that no longer follows the parent's role.

Manage existing users

All current users appear in the Users card on the workspace Settings page, in a table showing each person's Name, Email, Role, and the date they were Added On. Your own row is tagged with a Me badge.

Change a user's role

  1. Open Settings and scroll to the Users card.
  2. In the row for the user you want to change, click Edit. This opens a page titled <name>'s Access.
  3. Pick the new role from the Role list.
  4. Click Update.

You can't edit your own role from this screen — only an admin can change another user's access. Editing an inherited role here is allowed, but it detaches that role from the parent workspace (see Inherited roles); if you'd rather keep it linked to the parent, change it on the parent workspace instead.

Remove a user

  1. Open Settings and scroll to the Users card.
  2. In the user's row, click Remove.
  3. Confirm in the dialog that appears ("This user will no longer have access to this account.").

Removing a user revokes their access immediately

Removing a user ends their access to the workspace right away, including any active sessions. You can't remove your own access this way — instead, use the Leave Workspace action on your own row. You also can't remove a role that was inherited from a parent workspace; that has to be changed on the parent.

Manage pending invitations

Invitations that haven't been accepted yet appear in the Pending Invitations list on the workspace page, showing the invitee's email, the role you chose, when it was sent, and when it expires. For each pending invitation you can:

  • Re-send — emails the invitation again (useful if the invitee never received it). Check the email address shown is correct before re-sending.
  • Cancel — withdraws the invitation so the link no longer works.

A note on the API

There is no public REST API for the invitation flow described above — inviting a teammate is a dashboard action. The Users API does include a POST /api/users endpoint, but that is a different operation: it creates a brand new user and a sub-account under your workspace, and it's only available to reseller accounts. It is also not available via OAuth. See the Users API and Accounts API for the details.

Invite users, assign and change roles, and remove users from the Users card on the workspace Settings page, as described above.

Reseller accounts can create a user plus a sub-account with the Users API. Note this requires an API-key or session credential (it is OAuth-blocked) and a reseller account:

curl -X POST \
  -H "Authorization: Bearer $SUPERSPACE_TOKEN" \
  -H "X-Auth-Account: $ACCOUNT_ID" \
  -H "Content-Type: application/json" \
  -d '{"user": {"fname": "Ada", "lname": "Lovelace", "email": "ada@example.com", "company_name": "Ada Ltd"}}' \
  https://control.superspace.nl/api/users

The response includes a one-time password and api_token that are returned only on creation — store them immediately. See the Users API for the full request and response shape.

Next steps