Team and roles: invite colleagues and manage access

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.
• 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.

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.

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 [email protected].

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 [email protected] about changing yours. See Plans and billing.

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.

Related

• Navigating Enydea
• Settings reference
• Glossary