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Your workspace isn’t just for you — invite colleagues and work on your AI Receptionists together. Members are managed on the Members tab of Settings, and the rule is simple: admins manage the workspace; users get on with the day-to-day work. The workspace always keeps at least one admin. Both roles build AI Receptionists, add knowledge and review conversations. Only an Admin can invite and remove members, remove a Receptionist, disconnect an app, edit the business details and account details, or set something to happen on a schedule — which includes having your activity report arrive by email regularly. A User can still email that report to their own address whenever they want.
Only workspace admins can invite, remove or change members — members with the User role don’t see Settings at all, so the Members tab isn’t available to them.

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Invite a colleague

1

Open the Members tab

Go to Settings and choose the Members tab. You’ll see everyone in the workspace — joined members and any outstanding invitations.
2

Select Invite member

Enter your colleague’s Email and choose their Role — User or Admin. Name is optional and is what appears in the members list: type one if you want a particular name there, or leave it blank and we’ll fill it in from their own account details when they join.
3

Select Invite

They appear in the list straight away with the status Invited, and stay there until they accept.

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What your colleague sees

The invited person gets one email with a link to join your workspace, and what the link opens depends on whether they’ve been here before:
  • New to Moneypenny AI — they’re asked to choose a password, with their email address already filled in for them. We then email them a link to confirm that address; once they’ve followed it and signed in, they’re in your workspace.
  • They already have an account — they’re simply asked to sign in, again with their address filled in.
Either way they land straight in your workspace, and back on the Members tab their status changes from Invited to Joined. They don’t have to finish where they started. If they read the email on their phone but sign in later on a laptop, we’ll still find your invitation from the address they signed in with. They see You have an invitation, naming whoever invited them and the workspace, and a Join button carrying your workspace’s name takes them into it. A half-finished journey on one device doesn’t cost them their place.
The address is filled in for them and can’t be changed, because an invitation can only be accepted by the person it was sent to. If your colleague would rather use a different email, cancel the invitation and send a new one to that address.
Invitation links last 7 days. If the link runs out, the row shows Invitation expired — just resend it.

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If they’d rather not join

Someone who was invited can also turn the invitation down. On that same screen, under Not what you came for?, is Set up my own workspace instead — useful when the person you invited turns out to be a separate customer rather than a colleague. Until they answer, that’s their only route to an account of their own: a waiting invitation has to be joined or turned down first. If they do, their row shows Declined rather than disappearing, so you can see what happened instead of wondering whether the email ever arrived. There’s nothing to resend or cancel on a declined row: the link has already been answered. If they change their mind, invite the same address again and they’ll get a fresh email, with the row returning to Invited.

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Resend or cancel an invitation

While an invitation is pending you can act on it from its row:
  • Resend — sends a fresh invitation email. The previous link stops working, so this is also the fix for an expired invitation. You can send one of these about once a minute per invitation; if you try again sooner, we’ll ask you to wait a moment, because each new email replaces the link in the last one.
  • Cancel — select the bin icon and confirm. Their invitation link stops working immediately.

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Change a member’s name or role

Click a joined member to edit them. Their email can’t be changed, but you can update their name or switch their role between User and Admin. If they’re the only admin, their role is locked — promote another member first. You can’t edit a pending invitation; cancel it and invite again with the right details.

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Remove a member

Select the bin icon on a joined member’s row and confirm. They lose access to the workspace straight away. The sole admin can’t be removed — the workspace must always have at least one admin, so make someone else an admin before removing them.