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Invite members to a workspace, manage member roles, and organize your team with groups.

In Busabase Cloud, a workspace is where a team works together. Workspace owners and admins can invite members, change member roles, and use groups to organize collaborators by function or project.

Understand workspaces, teams, members, and groups

Concept	Meaning
Workspace	The collaboration boundary for bases, records, files, members, and settings. Each workspace manages its own members.
Team	Everyone collaborating in the same workspace. In this guide, “team” refers to this group of collaborators, not a separate hierarchy.
Member	A user who has joined the workspace. Each member has one role and occupies one workspace seat.
Group	A way to categorize workspace members, such as Engineering, Design, or Marketing. A member can belong to multiple groups.

A member's management permissions are determined by their role. Groups currently organize and display members; they do not automatically grant access to bases, records, or other resources, and they do not change member roles.

Open member management

Select a workspace

Use the workspace switcher at the top left of the Dashboard to select the workspace you want to manage.

Open member settings

Open “Settings > Space Settings > Members”.

Choose a management view

Use the Members tab to view members, roles, group membership, and pending invitations. Use the Groups tab to create groups and manage their members.

The page reflects the currently selected workspace. If you manage more than one workspace, check its name again before sending an invitation, changing a role, or removing a member.

Roles and management scope

A workspace has three roles:

Role	Member-management scope
Owner	The highest management role, assigned when the workspace is created. Owners can manage members, invitations, join requests, and groups.
Admin	Can invite and remove members, switch roles between Admin and Member, review join requests, and manage groups.
Member	A regular collaborator who cannot invite or remove members, change roles, review join requests, or manage groups.

The Members page does not currently provide a way to transfer ownership, change the owner's role, or remove the owner. Admins and members can select Leave on their own member row; the owner cannot leave the workspace directly.

Choose an invitation method

After selecting Add Member, choose Invite Link or Email.

Method	Best for	How someone joins
Invite Link	Sharing in a chat tool or inviting multiple people	Allow people to join directly or require admin approval
Email	Inviting a specific person and binding the invitation to one address	Only an account using the invited email can accept

Both methods can assign a new member as an Admin or Member. An invitation cannot create a new owner.

Add members with an invite link

Open invite-link settings

On the Members page, select Add Member, then choose Invite Link.

Set the joining conditions

Choose the role assigned after joining and set an expiration of 7 days, 30 days, or never.

You can also set a Max uses value and enable Require approval. When approval is required, visitors can only submit a join request; a workspace owner or admin must approve it.

Select Create Invite Link, then copy the generated link and send it to the people who should join.

A signed-out visitor can first see who sent the invitation and which workspace it is for. They then sign up or sign in and deliberately select Join. Merely opening a link never adds someone to a workspace.

Manage invite links

The invite-link panel shows links that have not been revoked, together with their role, expiration, and usage count. You can:

Copy an existing link.
Create multiple links for different situations.
Revoke a link that is no longer needed or may have been exposed.

A revoked or expired link, or one that has reached its usage limit, can no longer be used to join. Revoking it does not remove members who already joined through that link.

An Admin invite link gives people who join team-management access. Do not share one publicly. Use a short expiration, limit its uses, and require approval. When sharing with a larger audience, prefer the Member role.

Review join requests from invite links

When Require approval is enabled, selecting Join puts the user into a waiting state. Workspace owners and admins also receive a notification about the new request.

View join requests

Open “Settings > Space Settings > Members”. Pending Join Requests appear above the member list.

Check the requester and role

Review the requester's name, email address, and the role assigned by the invite link.

Approve or decline

Select Approve to add the requester as a workspace member, or Decline to close the request. The requester receives a notification with the result.

If the workspace has reached its seat limit, approval is blocked and the request remains pending. Free a seat or upgrade the plan, then approve the request again. See the Pricing page for current seat limits.

Invite a member by email

Open email invitations

On the Members page, select Add Member, then choose Email.

Enter the invitation details

Enter the member's email address and choose the Admin or Member role.

Send the invitation

Select Send Invite. The invitation appears under Pending Invitations and remains valid for 7 days.

After opening the link in the email, the invitee must sign in or sign up with the same email address that received the invitation. If another account is currently signed in, Busabase asks them to sign out and switch accounts so the invitation is not granted to the wrong person.

Invitees can also open My Invitations from member settings to review pending invitations and choose Join or reject them.

Manage pending invitations

Owners and admins can review pending email invitations below the Members tab:

Select Resend to send the email again and reset its expiration to 7 days.
Select the cancel icon to revoke an invitation.
An email address that already belongs to a workspace member cannot be invited again.

Manage existing members

The member list shows each person's name, email address, role, groups, and join date. You can search by name or email, filter by role, and sort by join date or role.

Make a member an admin

Find the person on the Members tab.
Open the more-actions menu at the end of their row.
Select Set as Admin.
Wait for the role-updated confirmation.

Admins can manage members and groups, so only grant this role to trusted people who need to manage the team.

Change an admin back to a member

Open the admin's more-actions menu and select Set as Member. You cannot change your own role here or change the owner's role.

Remove a member from the workspace

Open the person's more-actions menu and select Remove. They are no longer a member of the workspace.

This is different from removing someone from a group. Removing them from a group only removes that grouping relationship; it does not revoke their workspace membership or access.

Leave a workspace

An admin or member can select Leave on their own member row. After confirming, they can no longer access the workspace unless they are invited again. The owner cannot leave directly.

Organize members with groups

Groups are useful for organizing people by function, project, or customer, such as “Engineering”, “Design”, “Marketing”, or “Customer A”.

Create a group

Open the Groups tab.
Select Create Group.
Enter a group name.
Select Create.

Add members to a group

Open the more-actions menu for the target group and select Add Member.
Select an existing workspace member.
Select Add.

Only people who already belong to the current workspace can be added. A member can belong to multiple groups. Adding someone who is already in the group fails.

View and remove group members

A group card displays its member count and member avatars. Hover over an avatar to view the member and select Remove.

Removing someone from a group does not remove them from the workspace or free a seat.

Edit or delete a group

Open the group's more-actions menu:

Select Edit to rename the group.
Select Delete Group to delete a group that is no longer needed.

Deleting a group does not delete member accounts or revoke their workspace membership. A workspace must retain at least one group. If only one remains, rename it and continue using it instead of deleting it.

Seats and invitation security

Each person who has joined the workspace occupies one seat. Belonging to multiple groups does not consume additional seats.
When the seat limit is reached, new users cannot finish joining and pending requests cannot be approved.
Removing someone from a group does not free a seat; remove them from the workspace instead.
Prefer email invitations for specific people. For links shared with multiple people, set an expiration, usage limit, and approval requirement.
Revoke invite links that are no longer needed.

Teams, Members & Groups

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