--- url: /guides/invite-members-and-grant-permissions.md description: >- Invite people to a workspace by email and choose the permission sets that decide what they can do there. --- # Invite members and grant permissions Invite someone when they should work in your [workspace](/concepts/hule-model): see what you share with them, take tasks and comment. You invite by email, and their [**permission sets**](/reference/permissions-and-access) decide what they may do once they are in. [Sharing](/concepts/sharing) then decides *where* they can do it — see [Share a folder or a list](/guides/share-a-folder-or-list). ## Before you start Each section below names the permission your [permission set](/reference/permissions-and-access) needs for it. ::: info The owner can do everything The person who created the workspace is its **owner**: they have every permission and full access to everything in the workspace, need no permission sets, and can't be removed. ::: ## Invite a member ::: warning Permission to invite You need **Manage members** in the **Workspace** block. The **Admin** and **Super Admin** sets include it. Without it, there is no **Invite people** button. ::: 1. Click your name at the bottom of the sidebar. A menu opens. 2. Choose **Workspace settings** (with several workspaces, pick one in the submenu). The workspace settings open. 3. In the **Workspace** section, open **Members**. You see the roster under **Members**; **Invited** and **Former** appear once someone is in them. 4. Click **Invite people**. The invite form opens with an **Email** field. 5. Type the person's **Email**. A **Name** field appears. 6. In **Name**, enter the name your colleagues will see in this workspace. 7. Click **Send invite**. The message "Invitation sent to …" appears, and the person shows up under **Invited**. ![Workspace settings, Members: the roster lists Alex Morgan, Kate Lee and Boris Novak, and the Invite people form has email anna.smith@acme.example and name Anna Smith filled in, with Send invite ready](/shots/guides/invite-members-1.light.webp){.light-only} ![Workspace settings, Members: the roster lists Alex Morgan, Kate Lee and Boris Novak, and the Invite people form has email anna.smith@acme.example and name Anna Smith filled in, with Send invite ready](/shots/guides/invite-members-1.dark.webp){.dark-only} ::: warning "Failed to send the invitation"? **User is already a member** or **User is already invited**: look for the person under **Members** or **Invited**. **Invite already sent to this email**: the earlier link still works. ::: Hule gives every new member the **Worker** permission set (whoever can manage permission sets, such as the owner or a **Super Admin**, sees it switched on in their card), so they can work on tasks in whatever you share with them. Nothing is shared yet: they see only what you [share with them](/guides/share-a-folder-or-list) next. ## Invitation by notification or email How the invitation arrives depends on whether the email already belongs to a Hule account: | The email… | They get | They accept by | |---|---|---| | belongs to a Hule account | a **Workspace invite** notification in their [**Inbox**](/guides/set-up-notifications#inbox-where-notifications-wait), under **Invites** (and by email, Telegram or push if they [turned those on](/guides/set-up-notifications)) | clicking **Approve** in the notification, or **Accept** in **User settings** → **Workspaces** → **Pending invitations** | | has no Hule account yet | an email "You're invited to "Acme" on Hule" | clicking **Accept the invitation** in the email, then **Accept invitation** if they are signed in or **Sign in and accept** if not. Either way, **Create a separate account instead** opens a new account for this workspace | Until the person accepts, they appear under **Invited** with the date you invited them. The link in the email works for 7 days: an emailed invitation nobody accepts in that time drops off the list, and you can invite the same address again. ::: warning Link expired? If the person has signed up to Hule since you invited them, the invitation waits in **User settings** → **Workspaces** → **Pending invitations**. Otherwise send a new invitation. ::: ## Grant permission sets A permission set is a named bundle of permissions. A member can hold several sets; their rights are everything the sets allow together. Every workspace has four system sets: | Set | For | Adds | |---|---|---| | **Worker** | people who do the tasks | works on tasks, comments and time logs in whatever is shared with them; votes in [Scrum Poker](/guides/estimate-with-scrum-poker) | | **List/Folder manager** | people who organise a part of the workspace | everything a Worker can do, plus creating folders, lists and views and sharing them | | **Admin** | people who run the workspace | everything a List/Folder manager can do, plus members, [tags](/guides/tag-tasks), templates, [automations](/concepts/automations), [import](/guides/import-from-another-tool) and workspace settings; cannot manage permission sets or open what is not shared with them | | **Super Admin** | a deputy owner | every permission, including permission sets and access to everything without sharing | The full list of permissions in each set is in [Permissions and access](/reference/permissions-and-access). ::: warning Permission to give out sets You need **Manage permission sets** in the **Workspace** block. Of the system sets only **Super Admin** includes it. Without it, a member's card has no **Available permission sets** section. ::: To change a member's sets: 1. In **Workspace settings** → **Members**, click the person. Their card opens on the right. 2. Under **Available permission sets**, switch on each set they should hold and switch off the ones they should not. The change saves at once. ![Boris Novak's card in Members: under Available permission sets, Worker and List/Folder manager are switched on, Admin and Super Admin off](/shots/guides/invite-members-2.light.webp){.light-only} ![Boris Novak's card in Members: under Available permission sets, Worker and List/Folder manager are switched on, Admin and Super Admin off](/shots/guides/invite-members-2.dark.webp){.dark-only} ### Team of four: who gets which set | Person | Sets | What they can do | |---|---|---| | You | — (owner) | everything | | Anna, team lead | **Admin** | invites people, sets up tags, [statuses](/concepts/statuses) and automations | | Boris, project manager | **List/Folder manager** | builds the "Product" folder and shares it with the team | | Kate, designer | **Worker** | works on the tasks in the lists shared with her | ### Custom sets When none of the system sets fits, make your own. ::: warning Permission to make sets Creating a set also needs **Manage permission sets** in the **Workspace** block. ::: 1. In **Workspace settings** → **Permission Sets**, click **New set**. A new set opens with nothing ticked. 2. Give it a **Name**, for example **Support agent**. 3. Open a block, for example **Tasks**, and switch on the permissions the set grants. 4. Give the set out: in **Members**, open the person's card and switch it on under **Available permission sets**. ::: info System sets are read-only You can't edit the four system sets. To change what a system set allows, make a custom set instead. ::: ## Remove a member ::: warning Permission to remove You need **Manage members** in the **Workspace** block. Nobody can remove the owner. ::: 1. In **Workspace settings** → **Members**, click the person. Their card opens on the right. 2. Click **Remove from workspace** (or **Revoke invitation** if they have not accepted yet). A confirmation asks "Remove …?" (or "Revoke the invitation for …?"). 3. Click **Remove** (or **Revoke invitation**) to confirm. A removed member moves to **Former**; a revoked invitation leaves the roster. ::: danger Removing deletes their access A removed member loses access to everything shared with them at once, and those shares are deleted. If you invite them again, they come back with the **Worker** set only and nothing shared. A revoked invitation is deleted: its link stops working. ::: Their tasks, comments and time logs stay attributed to them. ## If it doesn't work * **There is no Invite people button.** You don't have **Manage members**. Ask someone with the **Admin** set, or the owner; see [Permissions and access](/reference/permissions-and-access). * **"Failed to send the invitation: User is already a member"** (or **…User is already invited**). The person is in the roster already: look under **Members** or **Invited**. * **"Failed to send the invitation: Invite already sent to this email".** The earlier link is still valid. The person can use it, or you can [revoke the invitation](#remove-a-member) and invite again. * **The link says "This invitation link is invalid or has expired." or "This invitation link has expired."** If the person has signed up to Hule since, the invitation is waiting in **User settings** → **Workspaces** → **Pending invitations**: they accept it there. Otherwise the link is older than 7 days or was revoked: send a new invitation (see [Invitation by notification or email](#invitation-by-notification-or-email)). * **A new member says they see nothing.** That is expected until something is shared with them — [share a folder or a list](/guides/share-a-folder-or-list) with them. * **The member's card has no Available permission sets section.** You don't have **Manage permission sets**: ask a Super Admin or the owner; see [Permissions and access](/reference/permissions-and-access). ## Related * [Sharing along the hierarchy](/concepts/sharing) — why a member sees only what is shared. * [Share a folder or a list](/guides/share-a-folder-or-list) — the next step after inviting. * [Permissions and access](/reference/permissions-and-access) — every permission, set by set. * [Start Hule with your team](/get-started/team) — the whole team setup, step by step.