# Manage Workspace Access
Use Admin → Members to invite teammates, approve join requests, manage roles, and revoke access. TeamWins makes it easy to scale your employee advocacy program with the right mix of participants and approvers.
Understanding User Roles and Billing
Three Role Types
Admin Role:
- Full workspace management permissions
- Approve Assists and perks
- Access all analytics and settings
- Manage members and integrations
- Billing: Counts as reviewer seat on Pro plan
Reviewer Role:
- Approve Assist outcomes and bonus points
- Approve perk claims
- Access analytics dashboard
- Cannot manage workspace settings
- Billing: Counts as reviewer seat on Pro plan
Member Role:
- Participate in all Assists
- Earn points and claim perks
- View leaderboard and team activity
- Cannot approve or manage workspace
- Billing: FREE - unlimited members at no cost
Billing Implications
Free Plan Limitation:
- 1 reviewer seat: Admin only
- Unlimited members: No cost for participants
- 3 active Assists: Assist count limited, not users
Pro Plan Flexibility:
- Unlimited reviewer seats: Add as many Admins/Reviewers as needed
- Unlimited members: Still free
- Pricing: Per reviewer seat (EUR: €99/month, USD: $109/month, GBP: £89/month)
Key Insight: Only users who APPROVE Assists count toward billing. Participants are always free, so invite your entire company without worry.
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Invite Teammates
Share the Invite Link
Quick Invite Method: 1. Go to Admin → Members in your workspace 2. Find "Invite Link" section at the top 3. Copy the live invite code - it's always active 4. Share in Slack, onboarding docs, or team channels 5. People click link → auto-added to workspace as Members
Best Use Cases:
- Company-wide rollout announcements
- Onboarding documentation for new hires
- Slack channel messages or pinned posts
- Internal wiki or handbook
- Team meeting presentations
Send Email Invites in Bulk
Step-by-Step: 1. Click "Invite Members" button 2. Paste email addresses: - One per line, or - Comma-separated, or - Space-separated 3. Select role: Member (default), Reviewer, or Admin 4. Add personal message (optional but recommended) 5. Send invitations
What Happens Next:
- TeamWins validates all email addresses
- Invalid emails flagged before sending
- Each person receives personalized email
- Email includes your custom message
- Link to join with Google sign-in (fastest)
- Invitation tracked in Members list
Email Contents: ``` Subject: [Your Name] invited you to [Workspace] on TeamWins
Hi [Name],
[Your custom message]
[Your Name] has invited you to join [Workspace Name] on TeamWins, where your network creates measurable business results.
[Join Workspace Button]
This invitation expires in 7 days. ```
Choose the Right Role While Inviting
Role Selection Strategy:
- Most people → Member: Participants who will share content and earn points
- Department leads → Reviewer: Sales/Marketing/HR managers who approve Assists
- Program owner → Admin: You, and maybe one backup administrator
Billing Considerations:
- Members are free: No limit, no cost
- Reviewers count toward subscription: Each Reviewer/Admin is a "reviewer seat"
- On Free plan: Can't invite more reviewers (1 max = Admin only)
- On Pro plan: Unlimited reviewers allowed
Example Invitation Strategy: ``` Your 50-Person Team:
Admin:
- You (program owner)
Reviewers (optional):
- Sales Director
- Marketing Director
- HR Manager
Members:
- Remaining 46 team members
Cost on Pro: 4 reviewer seats × €99 = €396/month All 46 members participate at no additional cost ```
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Handle Join Requests
When People Request to Join:
- Enabled when workspace "discoverability" is open
- Requests appear in "New Joiner Requests" queue
- Admin can approve or decline in one click
Auto-Approval Option: 1. Go to Admin → Advanced Settings 2. Enable "Auto-approve join requests" 3. New requests automatically accepted as Members 4. Saves time for large, open workspaces
What Happens After Approval:
- User added to workspace as Member
- Welcome flow triggered on next login
- User can immediately participate in Assists
- Access to leaderboard and perk catalog
Best Practices:
- Company-only: Only approve company email domains
- Verify identity: Check name/email matches your team
- Auto-approve for scale: Enable for large open programs
- Manual for sensitive: Review each request for closed programs
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Update Roles
Promoting Users
How to Promote Member → Reviewer/Admin: 1. Go to Admin → Members 2. Find the user you want to promote 3. Click action menu (three dots next to name) 4. Select new role: Choose "Reviewer" or "Admin" 5. Confirm change: User immediately gets new permissions
On Free Plan:
- Limit: Only 1 reviewer seat (Admin)
- Trying to add 2nd reviewer: Triggers upgrade modal
- Must upgrade to Pro: To unlock multiple reviewers
- Clear pricing shown: Select reviewer seats during upgrade
On Pro Plan:
- Unlimited: Add as many reviewers as needed
- Instant access: Permissions update immediately
- No extra steps: System tracks automatically
Who to Promote to Reviewer:
- Department heads who will approve Assists in their area
- Power users who create and manage many Assists
- Regional managers for geographic programs
- Subject matter experts for specialized campaigns
Demoting Users
How to Demote Reviewer/Admin → Member: 1. Admin → Members 2. Find reviewer to demote 3. Click menu and select "Member" 4. Confirm: User loses approval permissions but stays in workspace
What Happens:
- Cannot approve Assists or perks anymore
- Still participates and earns points
- Access to personal dashboard continues
- Historical contributions preserved
- Billing adjusts (reviewer seat freed)
Why Demote:
- Reduce costs by removing unused reviewer seats
- Rotate reviewer responsibilities
- User changed roles and no longer needs approval access
- Consolidate reviewers for efficiency
Admin Protection
Cannot Demote Last Admin:
- TeamWins prevents demoting the final Admin
- Ensures workspace never loses management access
- To hand over ownership:
1. Promote someone else to Admin first 2. Then demote yourself to Member/Reviewer 3. Or remove yourself entirely
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Remove Access
How to Remove Users
Step-by-Step: 1. Go to Admin → Members 2. Find user you need to remove 3. Open action menu (three dots) 4. Click "Remove" 5. Confirm removal in popup dialog
Immediate Effects:
- Access revoked: User cannot sign in anymore
- Seat freed: If reviewer, opens seat for new user
- Billing adjusts: Pro plan billing reflects change next cycle
- Email sent: User notified of access removal
What's Preserved After Removal
Historical Data Maintained:
- Past contributions: Assists they participated in
- Points earned: For accurate historical leaderboards
- Analytics data: Their impact on ROI calculations
- Audit trail: Activity history for compliance
Why We Preserve Data:
- Accurate reporting: Keep program metrics consistent
- Leaderboard integrity: Historical rankings remain valid
- ROI tracking: Business value attribution stays accurate
- Compliance: Complete audit trail for record-keeping
When to Remove Users
Common Scenarios:
- Left company: Employee departed
- Role change: No longer participating in advocacy
- Inactive users: Haven't logged in for months
- Temporary access: Contractor or intern project completed
- Cost optimization: Removing unused reviewer seats
Billing Impact: ``` Example:
Current Pro Plan: 5 reviewer seats (1 Admin + 4 Reviewers) Cost: 5 × €99 = €495/month
Remove 2 inactive reviewers
New: 3 reviewer seats (1 Admin + 2 Reviewers) Cost: 3 × €99 = €297/month Savings: €198/month (€2,376/year) ```
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Best Practices
Keep the Reviewer Group Small
Efficiency Tips:
- Start with 1-2 reviewers: Admin plus one power user
- Add based on workload: Only when approval bottlenecks appear
- Rotate responsibilities: Temporary promotions during busy periods
- Distribute by specialty: Different reviewers for different Assist types
Why Fewer is Better:
- Lower cost: Each reviewer is a paid seat on Pro
- Faster approvals: Too many reviewers can slow consensus
- Clear ownership: Specific reviewers for specific Assists
- Better engagement: Reviewers with regular activity stay engaged
Regular Access Audits
Monthly Review Checklist:
- [ ] Remove departed employees immediately
- [ ] Check for inactive users (no login in 90+ days)
- [ ] Verify reviewer seats are being used
- [ ] Confirm all members have correct roles
- [ ] Update distribution lists and invite links
Quarterly Optimization:
- [ ] Assess if reviewer count matches workload
- [ ] Consider annual billing for cost savings
- [ ] Review member participation rates
- [ ] Update onboarding materials and invite messages
Communication Strategy
When Adding Users: ``` Welcome Message Template:
Subject: Welcome to [Workspace] on TeamWins
Hi [Name],
You're now part of our employee advocacy program!
This week, we're focusing on [specific Assist]. It takes about 5 minutes to contribute and you'll earn points for perks like coffee credits and team dinners.
Getting started: 1. Click the link in your invitation email 2. Sign in with Google (fastest) 3. Check out the active Assists 4. Share your first post!
Questions? Reply to this email or check out: teamwins.com/guides/getting-started
Thanks for being part of this! [Your Name] ```
When Removing Users: ``` Access Removal Notification Template:
Subject: TeamWins Access Update
Hi [Name],
Your access to [Workspace] TeamWins workspace has been removed as of [date]. This is standard procedure as you've [reason: left the company / changed roles / completed project].
Your contributions helped [specific achievement if applicable, e.g., "generate 15 qualified leads in Q4"].
All the best in your next chapter! [Your Name] ```
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Invitation Management
Tracking Invitation Status
Invitation States:
- Sent: Invitation email delivered
- Opened: Recipient opened the email
- Pending: Not yet accepted (link expires in 7 days)
- Accepted: User joined workspace
- Expired: 7 days passed without acceptance
How to Check Status: 1. Admin → Members 2. View "Pending Invitations" section 3. See who hasn't joined yet 4. Resend expired invitations if needed
Resending Invitations
When to Resend:
- User says they didn't receive email
- Invitation expired (7 days passed)
- Email went to spam folder
- User accidentally deleted email
How to Resend: 1. Find pending invitation in Members list 2. Click action menu 3. Select "Resend Invitation" 4. New email sent with fresh 7-day expiration
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Troubleshooting
Invitation Not Received
Common Causes & Solutions:
- Spam folder: Check spam/junk mail
- Corporate email filter: IT department may block external invitations
- Typo in email: Verify email address spelling
- Wrong inbox: User checking different email account
Steps to Resolve: 1. Verify correct email address 2. Resend invitation from Members panel 3. Check company email whitelist settings 4. Try alternative email (personal email for Google sign-in) 5. Contact support@teamwins.com if persistent
Can't Promote to Reviewer
On Free Plan:
- Expected behavior: Free limited to 1 reviewer
- Solution: Upgrade to Pro plan
- Process: Promotion attempt triggers upgrade modal
- Select seats: Choose how many reviewers you need
On Pro Plan:
- Should work: Pro has unlimited reviewers
- Troubleshooting:
1. Verify payment method is current 2. Check subscription status in Billing Dashboard 3. Refresh browser and try again 4. Clear cache (Cmd/Ctrl + Shift + R) 5. Contact support if issue persists
User Can't Sign In After Accepting
Common Issues:
- Wrong email account: Must use email that received invitation
- Multiple Google accounts: Switch to correct Google account
- Browser cache: Clear cookies and try incognito mode
- Workspace access revoked: Check if still active member
- Invitation expired: Resend invitation
Resolution Steps: 1. Confirm using invited email address 2. Try signing in via Google (fastest method) 3. Check invitation status in Admin panel 4. Resend invitation if needed 5. Contact support with workspace ID and user email
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Getting Support
Self-Service Resources
In-App Help:
- Comprehensive member management documentation
- Video tutorials for common tasks
- Billing Dashboard shows current team composition
- Member list with role and status visibility
Online Resources:
- Guide library: teamwins.com/guides
- FAQ section for quick answers
- Status page for service updates
Direct Support
For Access Issues:
- Email: support@teamwins.com
- Include: Workspace ID, user email, specific error
- Response: 24-48 hours depending on plan
- Pro plans: In-app chat for faster response
For Billing Questions:
- Email: billing@teamwins.com
- For: Reviewer seat billing, plan upgrades, invoices
- Include: Workspace ID, current plan type
Effective member management ensures your TeamWins program scales smoothly while keeping costs optimized and approval workflows running efficiently.
