Inviting your team
How to invite colleagues, what the five standard roles can do, and how to change what a role may reach.
People are added to a workspace by invitation. You never set a password for a colleague: they receive an email, follow the link and choose their own.
Sending an invitation
- Open Settings, then Users.
- Choose "Invite User".
- Fill in the email address, which is required, and optionally a first and last name.
- Pick the role the person should have. You can leave it as "No role" and set it later, but until they have a role they can reach nothing.
- Choose the language the invitation email should be written in, then choose "Send Invitation".
The five standard roles
Every new workspace is created with five roles already defined. They are a starting point, not a fixed list: you can edit any of them, and add your own.
- Owner. The person who owns the workspace. Full access everywhere, and this role cannot be switched off or stripped of user management.
- Administrator. Full access to every module, including users, roles and settings.
- Programme Manager. Full access to the delivery modules, can read reports, and cannot reach users, roles, settings or backups.
- Data Entry. Can view, add and edit records, and cannot delete, export or change any setting.
- Read Only. Can look at records and reports, and can change nothing at all.
Changing what a role can do
Open Settings, then Roles, then choose a role and edit it. You are given a grid with one row for each module and a column for View, Add, Edit and Delete, plus an All column that ticks the whole row at once.
Switching a role off with the "Active role" checkbox removes every permission it grants immediately, from everyone who holds it. CommonLynk will refuse a change that would leave the workspace with nobody able to manage users and roles.