Inviting your team

A workspace in Albumi is multi-user by design. The governance model — proposals, reviews, approvals — assumes at least two people with different responsibilities; most of what makes Albumi different from a spreadsheet only appears once a second pair of eyes is on the landscape. Inviting teammates is what turns a solo workspace into one.

This page covers the mechanics: how to send an invite, what the invitee receives, how roles work, and how to remove a member. For the full permission matrix — exactly what Admin, Contributor, and Viewer can each do — see Permissions & Roles.

Sending an invite

Invites are sent by Admins of the workspace. If you created the workspace, you are an Admin.

1. Open Workspace Settings → Invites tab.
2. Click Invite Member.
3. Fill in:
   • Email — the email address of the person you are inviting. It does not have to match any particular domain.
   • Role — one of Admin, Contributor, or Viewer.
   • Entity types (Contributor role only) — the list of entity types the new Contributor may propose changes to. Leave empty to grant all types.
4. Click Create invite.

Albumi generates a 48-hour invite token and returns an invite URL shaped https://my.albumi.app/invite/{token}. Albumi does not send this email for you — the Create invite dialog shows the link for you to copy and paste into whatever channel you normally use (email, Slack, Teams, chat). This is intentional: an explicit copy-paste keeps invitation delivery under your control and avoids the deliverability problems of transactional invite-emails from a platform the recipient has never heard of.

The pending invite appears in the Invites tab until the recipient accepts or the token expires. Admins can revoke a pending invite at any time; an open link becomes invalid instantly.

What the invitee sees

When the invitee opens the invite link:

1. A page shows the name of the workspace they are being invited to and the role that was assigned to them.
2. If they are not signed in to Albumi: Sign in with Google or Sign in with Microsoft. Completing OAuth associates the invite token with their new account and auto-accepts on landing.
3. If they are signed in: the page shows their current email and a Join Workspace button. Clicking it accepts the invite.
4. They are redirected into the workspace on success.

The invite is tied to the email address you typed. If the recipient signs in with a different email, the accept step fails with a mismatch error; they need to sign in with the email that was invited.

Roles at invite time

Three roles exist. Detailed capabilities are on Permissions & Roles; a short summary for invite decisions:

• Viewer — read-only access to every entity. Cannot propose, cannot comment, cannot share. The right role for observers, executives, or anyone who will consume the landscape but not shape it.
• Contributor — can create entities, edit the ones they own, and propose changes to entities they do not own. By default a Contributor can act on all entity types; restricting contributorEntityTypes at invite time limits them to a subset — for example, a data-governance Contributor might only propose on Data Objects. Cannot change workspace settings.
• Admin — workspace-level authority. Can invite and remove members, change roles, edit any entity directly, implement approved Change Requests, manage billing. Every workspace has at least one Admin; that invariant cannot be violated.

Role and entity-type scope are set at invite time, but both can be changed after the invite is accepted.

Changing a member’s role later

Admin-only. Open Workspace Settings → Members → pick the member → change the role (and, for Contributors, the entity-type scope). On save, Albumi immediately revokes the member’s existing sessions; they are re-authenticated against the new role on their next page load. This is deliberate — role changes carry session-level security implications, and the client never runs for a moment with stale claims.

You cannot demote the only Admin of a workspace. Promote someone else to Admin first, then change the original Admin’s role if you need to.

Removing a member

Admin-only. Open Workspace Settings → Members → pick the member → Remove from workspace.

What happens:

• The member is soft-deleted: their user record is retained but their access is revoked.
• Every entity where they were listed as the owner has its owner field cleared — the entity survives but becomes unowned. Admins retain the ability to edit it directly; Contributors lose the direct-edit path and must propose instead.
• Entity-level permissions granted to the removed member are deleted.
• Their participation in any review sessions is removed.
• Their active Albumi sessions are immediately revoked — they cannot keep working.

Removing a member does not notify them. There is no dialogue on the other side; they find the workspace missing from their list on next login.

Re-inviting someone who was removed

Create a new invite for the same email. When the invite is accepted, Albumi recognises the soft-deleted user record, reactivates it, and applies the role and scope from the fresh invite. The prior history — entities they created, reviews they participated in — stays linked to the reactivated account.

This is the right flow for “accidentally removed”, for someone returning to a project after a break, or for re-inviting under a different role. A completely new person who happens to have the same email address will land in the same reactivated record, so only re-use emails deliberately.

Member limits per plan

Each workspace has a hard cap on active members, enforced both when an invite is created and when one is accepted:

• Free — 3 members, including the creator.
• Team — 10 members.
• Business — 30 members.

Pending invites count toward the cap. If you hit the limit and want to add someone, either upgrade the plan or remove an existing member first. Revoking a pending invite frees its slot immediately.

Free-tier accounts can hold only one free workspace. Paid-tier accounts are not bounded. If a user on a free account tries to accept an invite to a second free workspace as an Admin, the accept step blocks — either the existing workspace upgrades, or the new workspace’s creator pays.

Users in multiple workspaces

A single Albumi account can belong to any number of workspaces simultaneously. The roles are independent — the same person can be an Admin in workspace A, a Contributor in workspace B, and a Viewer in workspace C. Switching between workspaces is done from the workspace selector in the top bar; the URL does not change, the entire app context re-binds to the newly selected workspace.

Permissions and entity visibility are strictly per workspace. Nothing in workspace A is accessible from workspace B, even for the same user who is Admin in both.