# Team and roles: invite colleagues and manage access

> Invite colleagues to your company, learn what the Admin, Member and Viewer roles do, set a primary user, remove members and manage seats.

Source: https://enydea.com/en/documentation/team-and-roles · Last updated 2026-10-02

## What a team is

Everyone you invite joins your company in Enydea. They work in the same data as you: relations, mailings, forms, files and so on. Each person has their own login, password and, if they want, two-factor authentication. You manage the team in **Settings** -> **Account** -> **Team Members**.

## Before you start

- You need to be a company admin. The **Team Members** card is for admins only.
- Your subscription needs a free seat. See [Plans and billing](https://enydea.com/en/documentation/plans-and-billing.md).
- You need the e-mail address of the person you invite.

> **Note:** If you were invited as an **Admin** and the **Team Members** and **Plan & Usage** cards do not appear in **Settings** -> **Account**, ask the person who signed up for the company to manage the team.

## Invite a team member

1. Click the gear icon at the bottom of the left menu to open **Settings**. Stay on the **Account** tab.
2. Find the **Team Members** card. In the **Quick Navigation** list, **Team Members** jumps to it.
3. Under **Invite Team Member**, type the colleague's address in **Email Address**.
4. Choose a **Role**: **Admin**, **Member** or **Viewer**. See the **Roles** section below.
5. Click **Send Invite**. The message `Invitation sent to <address>` appears.

The invitation then shows under **Pending Invitations** with the address, the role, **Expires:** and the date, and a status. You cannot resend or cancel an invitation from this list. The same address cannot be invited again while its earlier invitation is still listed as pending.

### What the invited person sees

1. They receive an e-mail with the subject `You've been invited to join <company name> on Enydea`. It names the workspace and the role, and says the link expires in 7 days.
2. They click **Accept Invitation**. A page titled `Join <company name>` opens. It shows **Invitation for:** and their address.
3. They set a **Password** and repeat it in **Confirm password**. The password needs at least 8 characters.
4. They click **Accept invitation**. The message **Invitation accepted. Please log in.** appears and the sign-in page opens.
5. They sign in. See [Sign in and manage your account](https://enydea.com/en/documentation/sign-in-and-account.md).

If the address already has an Enydea login, the person enters their existing password instead, and that login joins your company. A new login gets the part of the e-mail address before the @ as its username.

If the link is invalid, expired or already used, the page says **Invitation not valid** and offers **Go to login**.

## Roles

Choose a role per person when you invite them. You can change it later with the **Role** menu in the member's row. The message **Role updated** confirms the change.

| What | Admin | Member | Viewer |
|---|---|---|---|
| Use the screens of the product | Yes | Yes | Yes |
| **Team Members** card: invite, change roles, set primary user, remove | Yes | No | No |
| **Plan & Usage** card | Yes | No | No |
| Tick **Marketing Relation** on a relation | Yes | No | No |
| Connect, disconnect or set the default **Company Shared Mailbox** | Yes | No | No |

In **Settings** -> **Account**, the **Role** row shows **Admin** for admins and **Team member** for everyone else.

> **Warning:** The **Viewer** role does not make the app read-only. The Setup Wizard labels it **Viewer (read-only)**, but the app does not hide or disable anything for viewers. A viewer sees and can use the same screens as a member. Do not rely on **Viewer** to stop someone from changing data.

## Set a primary user

The primary user is the owner of the company account. A star icon marks the primary user in the member list.

1. In the member's row, click the three-dots menu.
2. Click **Set as Primary User**.
3. Confirm. The dialog says this transfers the owner role.

The new primary user becomes an Admin and the only company admin. Other members lose admin access even if their role badge still says Admin.

## Remove a team member

1. In the member's row, click the three-dots menu.
2. Click **Remove from Team**.
3. Confirm the dialog. It says the action cannot be reversed.
4. Reload the page and check that the member is gone. If the person is still listed, contact support@enydea.com.

## Seats

Your subscription includes a number of seats. The **Team Members** card shows how many are in use, as in `n / m seats used`. **Plan & Usage** shows the same as **Maximum users**.

When no seat is left, the **Invite Team Member** form disappears and the message **All seats are used. Upgrade your subscription to add more team members.** appears. Enydea has no screen for changing a plan. Contact support@enydea.com about changing yours. See [Plans and billing](https://enydea.com/en/documentation/plans-and-billing.md).

## The company shared mailbox

A company shared mailbox is one Office 365 mailbox that every team member can send from. Only company admins can set it up.

1. Open **Settings** -> **Email Integration**.
2. In the **Company Shared Mailbox** card, enter the **Shared mailbox address**. You need Full Access and Send As permission on that mailbox in Microsoft 365.
3. Click **Connect via Office 365**.
4. Optionally switch on **Use as the default mailbox for the whole team**. The Mailbox then opens on it and new e-mails send from it, and everyone can still switch to their own mailbox.

Admins can also click **Disconnect**. Other members see the card but cannot change it. They switch between the shared mailbox and their own in **Mailbox** and when they write an e-mail. See [Mailbox](https://enydea.com/en/documentation/mailbox.md).

## Related

- [Navigating Enydea](https://enydea.com/en/documentation/navigating-enydea.md)
- [Settings reference](https://enydea.com/en/documentation/settings-reference.md)
- [Glossary](https://enydea.com/en/documentation/glossary.md)