Documents users and roles
Invite people, choose their role, make custom roles, and see what happens to users beyond your plan.
Invite people
Admins open Settings > Users and choose Invite. Enter the person's email and a role. They get an email, and once they accept they can open Documents for your business. An invitation lasts 7 days.
Roles
- Admin - everything: every folder, tags, rules, settings, users and the plan. The business owner is always an Admin.
- Manager - every company folder and file, tags, rules, email-in, keep-for rules and the trash. Not users, settings or the plan.
- Member - their own drive, and the folders open to them: adds, changes and shares files there, makes requests and links, and makes records from files.
- Viewer - sees and downloads what is open or shared to them, and changes nothing.
What a Member or Viewer sees also depends on each folder's access. See Who can see what.
Custom roles
On Professional and up, Admins can make roles with exactly the rights they choose in Settings > Roles & permissions. Start from a built-in role or a blank grid, and tick what the role may do with files, sharing, records from files, automation and settings. Then give it to people under Users.
If your plan drops below Professional, a custom role keeps only what both it and the role it is built on allow. Nothing is deleted, and the full role comes back when you upgrade.
Users and your plan
Everyone with a role counts as a user, Viewers included. The Free plan has room for 3 users; paid plans have no limit.
When more people have a role than your plan covers, such as after the trial, the owner and Admins stay first, then the people added earliest. The rest are paused:
- they can still open Documents, and view and download what is open or shared to them,
- they can't add, change, share or delete files.
A bar at the top tells them why. Remove someone's role or upgrade, and paused people can work again at once.
Remove someone
Choose Remove next to a person under Users. The files they added stay with your business. Their own drive is kept; an Admin can hand it to someone else.
My settings
Everyone has My settings, with their role, the emails they get, how to add the app to a phone, and their language and date style.