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Invitations and joining
How to invite and join users to a workspace. Only a Workspace Owner can configure email invitations, invite links, and allowed domains (Workspace permissions).
Unless disabled by the workspace policy, a Workspace Editor can also invite guests from the report screen.
Here's a comparison of the ways to join.
| Method | Who performs it | Role/group on joining | How to join |
|---|---|---|---|
| Email invitation | Workspace Owner | Specified at invitation time | Join from the workspace selection screen |
| Allowed domain | The joining user | Specified at setup time | Join from the workspace selection screen |
| Invite link | The user who received the link | Editor (fixed), no group | Join by opening the link |
| Guest invitation from a report | A user with report sharing permission | Guest, no group | Join from the workspace selection screen |
Flow for the invitee
To join a workspace after being invited, the invitee needs a Codatum account. If they don't have one, they first need to create an account via Sign up.
After creating an account, or if they already have one, they check and accept the invitation from the workspace selection screen. An invite link lets them join directly, without going through the selection screen. If they aren't logged in, they log in or sign up, then return to the original link to join.
Email invitation
Open global nav > Workspace settings > Users, then select Invite users > Send invitation email. Only a Workspace Owner can send invitation emails.
You can specify the following.
- Email address
- Workspace role
- Group
The following constraints apply.
- Invitations expire 7 days after creation (Fixed limits and constraints).
- You can't specify a group if you select Guest (Members and guests).
- You can't invite an email address that already belongs to the workspace.
- You can't send duplicate invitations to the same email address.
The recipient of the invitation email checks the invitation on the workspace selection screen and selects Join or Decline (see Flow for the invitee).
- The invited email address must match the account's email address.
- Selecting Join applies the role and group specified at invitation time.
- Selecting Decline deletes the invitation.
Pending invitations
You can check unaccepted invitations from Pending invitations in global nav > Workspace settings > Users.
| Display / action | Content |
|---|---|
| Pending Invite | Within the expiration period and not yet accepted |
| Invite expired | Past the expiration date |
| Resend | Resends the invitation email and extends the expiration to 7 days from the resend time |
| Delete | Cancels the invitation |
Allowed domains
Configure this under global nav > Workspace settings > General > Allowed domains. Only a Workspace Owner can change this.
An account whose email address matches an allowed domain can join that workspace. Joining isn't automatic — they need to select Join from the list on the workspace selection screen (see Flow for the invitee).
You can set the following for each domain.
- Default role
- Default groups
The following constraints apply to domains you can add.
- You choose from the email domains of existing members.
- Free email domains can't be added.
For automatic group assignment via allowed domains, also see Group.
Invite link
Open global nav > Workspace settings > Users, then use Invite link within Invite users. Only a Workspace Owner can view, generate, and regenerate the invite link.
- Share the generated link with the person you want to invite.
- What happens when they open the link depends on their login state:
- Logged in: they join the workspace immediately.
- Not logged in: after logging in or signing up, they join the workspace (see Flow for the invitee).
- A user who joins via an invite link is assigned Workspace Editor.
The link has the following specifications.
- Regenerating it issues a new link, and the old one stops working.
- The invite link itself has no expiration date.
- There's no way to disable it. If you no longer need it, regenerate it.
Guest invitation from a report
Open Share on the report screen, select Share report, and specify an email address in Invite guest by email. You can invite a user who hasn't joined the workspace as a guest.
The recipient of the invitation email checks the invitation on the workspace selection screen and selects Join or Decline (see Flow for the invitee).
- Accepting the invitation adds them to the workspace as a Workspace Guest, and grants Report Viewer on the target report.
- Inviting a guest requires the same permission as changing report permissions. For details, see Report permissions.
- If the workspace policy disables guest invitations to reports by Workspace Editors, only the Workspace Owner can invite guests.
- You can check or cancel guests you've invited from Pending guest invitations in the same panel.
To share with a user who has already joined the workspace, use the report's sharing settings instead. For a feature overview, see Report.
When multiple join methods overlap
If an email invitation is pending and the user joins via an allowed domain or an invite link instead, the role from the join method they used takes priority.
- Joining via an allowed domain: the domain's default role applies (the role specified in the invitation isn't used).
- Joining via an invite link: Workspace Editor applies (the role specified in the invitation isn't used).
Even if a guest invitation from a report is pending, joining via an invite link makes the user a Workspace Editor. If you want them to join as a guest, have them accept via Join on the email invitation.