Help Center

Workspaces & members

Team management

Workspaces, members & invites

Set up your workspace, invite teammates or clients, share invite links, and control exactly which sites each person can touch — whether you're working solo, with a team, or across multiple clients.

On this page

What a workspace isThe four rolesMember visibilityOpen the Workspace panelInvite a memberCopy the invite linkManage members & invitesAccepting an inviteQuick answers

Concept

What a workspace is

A workspace is your team's shared space in Publish Pilot. It holds your subscription, your connected Webflow sites, your schedules, and the people you work with — everything lives inside it.

  • On your own — it's simply your space.
  • With a team — it's where you all work together.
  • Running an agency — a workspace is usually one client.

One email can belong to several workspaces at once — each with its own role — so your different teams, projects, or clients stay cleanly apart without juggling logins. Connected sites are your Webflow sites, and a new workspace is named My Workspace until you rename it in Settings.

Roles

The four roles

Every member holds exactly one role per workspace, and the role decides what they can see and do. You can invite people as Admin, Editor, or Viewer — Owner is never invited; it only comes from creating the workspace or having ownership transferred to you.

Owner

The account holder

Everything an Admin can do

Billing & plan changes

Delete the workspace

Transfer ownership

All sites
Admin

Team leads & account managers

Invite & manage members

Change roles & site access

Connect & remove Webflow sites

Create & manage schedules

All sites
Editor

Hands-on teammates & clients

Create, edit & delete schedules

On their assigned sites only

No member or billing access

Assigned sites
Viewer

Stakeholders who need visibility

Read-only view of schedules

On their assigned sites only

Can't create or change anything

Assigned sites
PermissionOwnerAdminEditorViewer
See who's in the workspace
View schedules**
Create, edit & delete schedules*
Connect / remove Webflow sites
Invite & manage members
Rename workspace
Billing & plan changes
Delete workspace / transfer ownership

* Assigned sites only — Editors and Viewers only see the sites they've been given.

Per-site access keeps people scoped. Editors and Viewers only ever see the sites you assign them — handy for limiting a teammate to one project, or a client to their own site. Admins and Owners always have access to every site.

Good to know

Member visibility

Everyone in a workspace can open the Members tab and see who else is in it — name, email, and role. That's by design: shared visibility is what lets a team work together, and it keeps a clear record of who changed what. Per-site access still controls which sites' schedules an Editor or Viewer can touch — it just doesn't hide members from one another.

For that reason, agencies working with several clients usually keep one workspace per client rather than putting everyone together. It keeps each client's work cleanly separate:

  • Clients never see each other's sites, schedules, or members.
  • Each client keeps its own audit trail.
  • When a client leaves, you hand off or close just their workspace.
  • Each workspace bills on its own, so costs are easy to pass through.

Walkthrough

Open the Workspace panel

Click your workspace name (e.g. My Workspace) in the top navigation bar. A panel slides in from the right with three tabs:

  • Workspaces — switch between or create workspaces.
  • Members — see who's in the workspace, invite people, manage roles.
  • Settings — rename, transfer ownership, delete (owners & admins only).

Walkthrough

Invite a member

On the Members tab, find the Invite Member section (only owners and admins see it) and fill it in:

1

Enter their email

Type the person's email — for example colleague@company.com.
2

Pick a role

Choose from the dropdown. It defaults to Editor.
3

Set site access (Editors & Viewers)

If you picked Editor or Viewer and you have connected sites, a Site access section appears. Choose All sites (current & future) or Selected sites and tick the specific ones. Admins always get all sites.
4

Send the invite

Click Invite. You'll see an “Invite sent” toast, and an invite email goes out automatically.
The app will stop you if: the email is invalid, it's your own address, the person is already a member, or an invite is already pending for them.

Walkthrough

Manage members & pending invites

Owners and admins can adjust access at any time from the Members tab:

  • Pending invites carry a Pending badge — change the role inline, re-copy the link, or cancel it with the ✕ button (you'll see an “Invite cancelled” toast).
  • Existing members — change their role, edit their site access, or remove them.
  • Promoting someone to Admin asks you to confirm, since admins can manage everyone and every site.
Guardrails: you can't change the Owner's role or your own, and an admin can't change another admin's role. The Owner can't be removed — only ownership transfer (Owner → an existing Admin) changes who's in charge, and the previous owner becomes an Admin.

For the person invited

Accepting an invite

Someone added you to their Publish Pilot workspace. Here's how to get in and what you'll be able to do once you're there.

1

Open the invite

You'll get an invite email, or a link someone sends you directly. Both point to the same place — https://dashboard.publishpilot.app/invite/<token>. Open it in your browser.
2

Sign in with the invited email

If you're signed out, the page sends you to the Sign in screen (“Welcome back”). New to Publish Pilot? Use the Sign up link and register with the exact email the invite was sent to — the invite is tied to that address.
3

You're in

Publish Pilot accepts the invite for you automatically. You'll see “Joining workspace…”, then “You're in! Redirecting…” and an “Invite accepted!” confirmation, and land on your schedules.

What you'll see, by role

  • Editor — create, edit, and delete schedules, but only on the sites you were assigned.
  • Viewer — a read-only view of schedules on your assigned sites.

Either way you can see who else is in the workspace — but as an Editor or Viewer you won't see each member's per-site access, the invite form, pending invites, or the Settings tab. Those are for owners and admins.

Common messages: Expired — links last 7 days; ask the admin for a new one.  Different email — sign in with the exact address the invite went to.  Already accepted — you're already in; head to your dashboard.

FAQ

Quick answers

The invite email never arrived. What now?
Open the Workspace panel → Members → Pending Invites, click Copy invite on their row, and send them the link directly. It's the same link that was emailed.
Is the invite link safe to forward?
Yes. Accepting requires signing in as the exact invited email, so a forwarded link can't be used by anyone else. Links also expire after 7 days.
How do I change someone's role or the sites they can access?
As an owner or admin, open Members, find the person, and change their role or edit their site access inline. Promoting someone to Admin asks for confirmation.
Can I hand the workspace to someone else?
Yes — via Transfer Ownership in Settings. Ownership can only go to an existing Admin, and afterwards you become an Admin. A workspace is never left without an owner.

Set up your workspace

Create a workspace and invite your team or clients to start scheduling together. Questions? Contact support.

Get started free