How team access works
Each person uses their own account. Their role controls which administrative actions they may take: the owner controls the workspace, admins have the management rights the owner permits, and members use the information and tools they are allowed to access.
The records are grouped into areas called zones, with rules for reading and changing them. An access profile selects the shared zones a person can use. Role and profile work together, so making someone a member does not by itself describe every record they can open. In an Open team Mind, every member also starts with read and suggest access to eleven shared areas through the default Everyone profile; Choose access lists them. Check that default access as well as any profile you assign.
The invitation is only the first stage. Your teammate accepts it and signs in; then you check a useful task using their account. That check matters because sending an email does not prove the person has joined or has the intended access. Team and roles and zones and permissions explain the controls in more detail.
Check both the role and the shared areas
A role describes management rights. A profile selects shared zones for the person’s work.
Each teammate uses their own account. Their role determines the administrative actions they may take. Their access profile selects shared zones, and each zone has rules for reading and changing its records. Check default access as well as the chosen profile. A member role alone does not tell you every record the person may open. After joining, test an allowed task using their own account.
Before you start
Confirm the email address, the intended Mind and the information the person needs for their work. Use the owner account or an administrator account on the account site; every account-site administrator can invite and remove people. Sending an invitation sends an email to that address.
If your organisation is on per-member billing, each active owner, administrator and member is one billed seat. When someone accepts, the rest of the current billing period is charged, and removing someone credits the unused time; the account site’s Members page shows the rate and your current member count. Check that before inviting.
Send the invitation once
The Portal is your Mind's web interface. Open it in your browser, then:
- Open Members and choose Add member, which takes you to the account site.
- Check the current members and pending invitations.
- Invite the confirmed email address as a member through the supported form. The form also offers an administrator role; choose it only when the person needs to manage the workspace.
- Check whether the invitation was issued, was already pending or was refused.
If your connected agent has an invitation tool for this Mind, the signed-in owner may be able to use it. The tool is owner-only, can invite only as a member and is not exposed in every connection; an admin invites through the account site instead. Otherwise use the human account route above.
Check after they join
Have your teammate accept the invitation and sign in with their own invited account. Membership updates reach the Mind on its next sync, usually within about 20 minutes, so check that it recognises them before assuming access is ready.
Ask them to open a harmless record in an area intended for them and complete one useful task. Their connected agent works within that person's access. If you are testing a restriction, use a disposable test record in an excluded area, rather than sensitive content, to check that the request is refused.
From invitation to checked access
The inviter and recipient have different steps. Check the result in the recipient’s account.
The inviter confirms the Mind, address and intended access, checks existing membership and pending state, then issues one invitation. The recipient accepts and signs in with the invited account. Membership must then reach the Mind. The teammate completes an allowed task with their own account, and you check the result. An issued invitation, recognised membership and verified access are three separate observations; sending an email proves neither joining nor access.
Recognise the three results
- Invited: the invitation was issued.
- Joined: the person accepted it and the Mind recognises their membership.
- Access checked: they completed an allowed task with their own account.
If access is wrong, have the owner or an admin allowed to manage access correct the profile. Do not make the person an admin simply to make a read work. Roles, profiles and effective access explains that decision.
If the invitation is still pending
Check its current state before sending another invitation. If the person signed in with a different account, have them use the invited identity. Join a team gives the recipient's steps.
Removing access is a separate action through the account and Mind's supported controls. Check the resulting access; removal cannot recall an email already sent.
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